Executive Personal Assistant at UPD

Job description

Overview:

We are looking to recruit a permanent Personal Assistant to work for United Pharmaceutical Distributors (UPD). The role will be based at Roodepoort, JHB and will report to the Managing Director.

JOB PURPOSE

To assist the Managing Director, Financial Director and Executives with the day to day running of the Executives office and assist the Regulatory Affairs Manager with compliance and regulatory administration.

JOB DESCRIPTION

• Diary and meeting management for the Managing Director.
• Travel bookings (flights, car, and accommodation) for all employees of the company.
• Monthly MTA's and Expense Claims for Managing Director.
• Planning and setting of monthly meetings such as Ops Board and Branch Reviews and planning catering and refreshments for some.
• Typing and sending out of minutes of some.
• Typing and filing/recording of legal agreements for clients and suppliers
• Setting up of meetings and visits for clients and suppliers involving the MD.
• Booking and arrangement of congresses/conferences for various staff members.
• Managing the two admin drivers and the Tea and Cleaning person responsible for the MD's office
• Putting monthly presentations together for Clicks/UPD Business Review.
• Booking and setting up video conference calls.Ensuring that equipment is tested regularly and in good working order.
• Ordering of stationery and kitchen supplies for the MD's office.
• Arranging of passport applications and visas for any staff that may require them for business purposes.
• Meeting and greeting of clients and suppliers for appointments and booking meeting rooms. Ensuring refreshments are always available.
• General filing for MD and FD.
• Managing of MD's Time and Attendance.

EXPERIENCE AND EDUCATION

• Matric /NQF Level 4
• Relevant Diploma
• Minimum 2 year’s experience

KNOWLEDGE

• Excellent time management skills
• Excellent diary management skills
• Ability to take own initiative
• Excellent organisation and prioritisation skills
• Positive attitude with willingness to provide the highest levels of internal and external client service
• Resilient, mature and must have integrity
• Computer literate (Windows, MS Word, Advanced Excel)
• Analytical Ability
• Excellent time management skills
• Confidentiality maintainance

COMPETENCIES

• Clerical and Administrative: Completing routing administration, arranding diaries and appointment, general filing, setting up administrative systems
• Planning and Implementing: Ability to ensure effective co-ordination of activities,planning sequence of events,prioritizing work
• Writing and Drawing: Ability to write formal correspondence, answer enquiries,making informal notes
• Public relations and Developing relationships: Ability to work well with people in a team or unit, receiving and screening of telephone calls, acting as reception point for visitors
• Handling information: Ability to sort and collate information, taking notes
• Following isntructions: Following written and oral instructions, as well instructions to operate a method/system
• Checking: Proof reading documents, verifying signatures