Personal Assistant at BCX

Core Description

Responsible for provisioning of high-level support and office management/ logistics which includes documentation management, report compilation, coordination of events, interface management, giving inputs to and tracking of various reports/ documentation/ issues/commitments, e.g budget, productivity targets, performance assessments and leave. Also accountable for providing efficient, professional, and confidential executive support using a range of administrative skills

Key Deliverables / Primary Functions

• Coordinate the daily business of the Office of the Chief.
• Analyze and determine and take appropriate action on behalf of the chief, including the redirection of enquiries to appropriate personnel.
• Maintain client confidence and protect the professional integrity of the office of the chief
• Communicate and liaise with senior executives from various organisations on a wide range of issues and maintain effective working relationships.
• Coordinate the flow of incoming/outgoing correspondence.
• Coordinate meetings, including coordination of attendees, organising pre-briefs where required and preparation of meeting minutes.
• Provide historical reference by developing and utilising filing and retrieval systems.
• Maintain office supplies inventory by placing orders to maintain required inventory level, evaluating new office products and verifying receipt of supplies. Ensure a clear understanding of client SLA's within assigned portfolios
• Provide general administrative support as required, to ensure consistent and efficient processes are maintained.
• Continually review duties and operations to ensure optimal efficiency in the Executive Assistant role
• Manage the scheduling of all committee meeting ensuring that all agendas are compiled and distributed timeously.
• Prepare, compile and validate documentation such as presentations, operational documentation, submissions, statistics, graphs, proposals, organograms, letters, memos and agendas

Functional Skills

• Dispute Resolution Mechanism
• Presentation Skills
• Planning and Organising
• Communication skills
• Problem solving
• Analytical Skills

Behavioural Competencies

Job Match

• Developing and implementing account plan or strategy
• Meeting customer expectations
• People / Team Leadership
• Decision Making
• Communication and Impact

Qualifications

• Relevant Degree/Diploma (NQF 6)
• OR Grade 12 with 7 years experience

Experience

• 5 Years relevant experience, of which 3 years must be in a high-level support environment
• Experience (minimum 1 year) supporting an Executive leader is a must.

Certifications / Professional Registration

None

Special Requirements/ Employment Condition

• Ability to cope under pressure
• Ability to work after hours
• Willing to work overtime,when required
• Must be willing to sign a NDA and adhere to Restraint of Trade requirements
• Security clearance - integrity assessment

Work Characteristics

• WFA /Office Based