Receptionist / Executive PA

Location: Johannesburg, South Africa
Salary: R300 000.00 - R200 000.00
Recruiter: Carlysle Human Capital
Job Ref: GTG000616
Summary: Our client is a reputable engineering company, specializing in metallurgical processes. As they continue to expand and grow, they are looking for a Professional Administrative Receptionist who will also be serving as an Executive Personal Assistant to the Directors to assist with the ever-increasing administrative needs. Based in the East Rand.

 

 

Job Description

Job Purpose:

  • A Professional first point of contact, providing personalized secretarial and administrative support in a well-organized and timely manner in all areas of the business.
  • Work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.

Job Experience:

  • 8 -10 Years’ experience: reception, office administration and secretarial
  • Document Control experience will be an advantage
  • Computer literate including MS Office Application; Outlook, Word, Excel, Power Point
  • Fluent in English
  • Drivers licence and own transport a must

Responsibilities:

Receptionist

  • A Professional first point of contact and being an ambassador to Company
  • Professionally answering telephone calls, welcoming guests, and providing refreshments to guests and Executives
  • Scheduling appointments and maintaining the diaries either manually or electronically
  • Type up documents, fax and scan legal and/or personal documents
  • Constantly updating the company’s databases
  • Receive and sort mail, deliveries, and stock/equipment from suppliers/vendors
  • Arranging collection and deliveries of stock, documents and project equipment

Office Administrator

  • General clerical duties including photocopying, fax and emails
  • Maintaining an electronic and hard copy filing system of business documents and information
  • Travel arrangements include, arranging Visas, travel insurance, flights, accommodation, medicals, PPE clothing, applications for business associate events (The DTI OSM and National Pavilions)
  • Constantly researching relevant information regarding travels (e.g. weather forecasts and information regarding the exhibitions)
  • Project administrative assistance: This includes and is not limited to assembling, coordinating and packing data books on relevant projects in time for shipments; Compiling and sending correspondence of project drawings to staff, clients and suppliers etc.; Maintaining record of all communicated documents regarding the projects.
  • Marketing administrative duties on all media platforms: This may include and is not limited to liaising with allocated external graphic designer and translators to arrange relevant company marketing material; Liaising with relevant publishing houses and our Marketing Executive on articles published; Coordinating and arranging all relevant branding material, Corporate Identity and marketing material with external supplier; Constantly updating the company’s website and LinkedIn pages to ensure that all published information is relevant, accurate and up to date.

Executive PA

  • File, e-mail and retrieve important documents (e.g. SLAs, Legal contracts etc.)
  • Prepare and edit correspondence, communications, presentations and other documents
  • Conduct research, collect and analyses data to prepare reports and documents
  • Manage and maintain executives' schedules, appointments and travel arrangements
  • Interact with external clients
  • Arrange and co-ordinate meetings and events
  • Liaise with internal staff to relay information directly from Directors
  • Adhoc duties may include but is not limited to: assisting Directors with personal request – i.e. kids’ projects, hair appointments etc.

If you are interested in this opportunity, please apply directly. 

If you have not had a response within 2 weeks, please consider your application unsuccessful

 

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