Personal Assistant

Main Functions:

• Screening of calls and determine according to best judgement how callers can best be assisted

• Diary management, co-ordinating internal and external meetings

• Dealing with and following up on enquiries in the absence of Executives

• Client liaison and follow ups

• Organise all travel arrangements both local and international

• Organising, planning and co-ordinating international and local conferences and group meetings

• Accurate typing, editing, creating and finalising of documents within Planet Fitness Format.

• Assisting with formatting, editing and typing of documents including proposals and reports in Word / Excel and PowerPoint

• General organising and administrative support as required

• Record minutes of meetings and action accordingly

• Assisting and Managing the Project Director’s personal duties and ensuring all requirements and requests are attended in an efficient manner

Requirements:

Qualifications and Experience

• Post matric qualification will be preferred

• Matriculation certificate (Grade 12)

• Highly skilled and proficient in MS Office (Word, Excel, PowerPoint and Outlook)

• Minimum of 8years in a Secretarial/Personal Assistant role or with relevant hands on experience.

• 5+ years’ experience within a high-level environment
• Abliity to take minutes - utilise Dictapone and or Short Hand

Critical Technical Skills or Competencies

• Administration would be required to be on point and accurate

• Ability to demonstrate a high level of confidentiality

• Must be proficient on Outlook, Excel, PowerPoint and Word and must be comfortable typing documents and reports

• Previous experience in assisting admin/secretarial type functions

• Must have experience in the construction / Property sector

• Previous experience with the preparation of proposals and formatting of documents would be advantageous

• Ability to prioritise work according to urgency and importance

• Able to track sudden changes in order to ensure all tasks are met.

• Must be able to multitask and cope with requests from a team perspective

• Must be able to work independently and take ownership of all required responsibilities

• Strong ability to prioritise

• Excellent telephone manners

• Ability to deal effectively with individuals at all levels, including members of client senior management and directors

• Excellent organisation and administration skills

Critical Interpersonal or Interactive skills

• Professional and diplomatic

• Able to work under pressure and meet deadlines

• Preparedness to work overtime and weekends if and when required.

• Must be able to multitask and cope with requests from a team perspective

• Must be able to work independently and take ownership of responsibilities

• Self-motivated

• Methodical and attention to detail

• Strong communication (verbal and written)

• Enthusiastic