Executive Assistant & Office Support at PayFast

About the position

To provide administrative assistance to the MD and regional leadership team as well as attend to other general office management functions.

About you

You’d love working with us If you thrive working in a fast-paced environment helping meet the demands of our rapid growth. 

You’ll fit in perfectly with our culture if you:

• Get energised by a fast-paced environment
• Cherish a good work-life balance
• Are adaptable
• Regard collaboration as an essential part of getting the job done
• Pride yourself as being a self-starter who doesn’t lack motivation
• Don’t need to be micromanaged
• Take feedback well and use it for self-improvement
• Welcome change and new ideas
• Value the importance of diversity

What you'll be doing

• Diary management, including arranging and coordinating meetings.
• Preparing reports, presentations, and correspondence.
• Processing mail, screening calls, and answering enquiries.
• Attendance at meetings where required and taking of minutes, including post meeting distribution with actions clearly articulated.
• Maintaining confidential files and documents including contracts and partners agreements.

General secretarial functions including, but not limited to:

• Typing, printing, copying, binding documents and email.
• Booking attendance at events, conferences, and seminars.
• Act as virtual receptionist where required.
• Answering calls and handling queries.
• Conducting research on the internet.

Travel

• Organising travel and preparing complex travel itineraries.
• Update the travel and events calendar for the region – for single view at any point.
• Promote travel reconciliation for costs and expenses.

Office management

• Assume responsibility for professional appearance of the office, including cleaning and maintenance – Keeping things is check.
• Manage external parties coming into the office (arrange access and reception of guests).
• Stock control and replenishment of consumables, stationary, comestibles and groceries.

Management Support

• Facilitate regional distribution of material including business cards and other material. to colleagues across the Southern Africa footprint.
• Work closely with sales support to ensure readiness of all management reports in line with all regional meetings.
• Collaborate with other Assistants across the group in preparation of executive leadership visits to the region – including the incoming itinerary

Events

• Planning, organisation, and management of events.
• Managing and organising internal and external catering for meetings and events.
• Attend to requirements of guests including those from within the broader group.

Additional Responsibilities

• Responsibilities may require evening and weekend work in response to needs of the company.
• Facilitate document language translations from English to Portuguese for our PALOPS regions.
• Special arrangements for leadership team to assist in their efficiency, from travel, insurance arrangements and accommodation.

What you'll need

• Well organised individual with an attention to detail
• Professionalism in all tasks
• Good interpersonal skills – to communicate equally comfortably with colleagues and clients at all levels.
• Diplomacy and patience
• Excellent verbal and written communication
• Proficiency in Microsoft Office including Word, PowerPoint, Excel, & Outlook
• Demonstrated ability to work effectively in fast-paced, varied role with competing priorities.
• Always maintain the highest sense of confidentiality
• Be prepared to multi-task
• Be able to use own initiative and make sensible decisions under pressure
• Be extremely sensitive, confidential, and respectful of others’ cultures and beliefs