Personal Assistant - Cape Town CBD at Momentum

Role Purpose    

• Provide an effective and efficient administrative, secretarial and operational assistant function to support the manager and department.

Requirements    

• Matric
• Secretarial/Administration Certificate and/or Diploma
• Diploma or Degree in communication or Business Management (preferred)
• Computer Literacy – proficiency in Outlook, Word, Excel, PowerPoint
• 2-5 years’ secretarial & administration experience

Duties & Responsibilities    

• Support diary management activities in order to effectively schedule appointments
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings
• Pro-actively screen incoming calls, correspondence and respond independently where possible
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information within the manager’s office, ensuring that matters requiring their personal attention are handled speedily
• Escalade faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Order and control office supplies
• Accurately escalate client complaints and queries to the relevant department
• Ensure files are kept in order and easily accessible
• Collate, compile and distribute documents to the required standards within defined time-frames
• Attend to ad hoc personal matters
• Provide authoritative, expertise and advice to clients and stakeholders
• Build and maintain relationships with clients and internal and external stakeholders
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
• Make recommendations to improve client service and fair treatment of clients within area of responsibility
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service
• Develop and maintain productive and collaborative working relationships with peers and stakeholders
• Positively influence and participate in change initiatives
• Continuously develop own expertise in terms of professional, industry and legislation knowledge
• Contribute to continuous innovation through the development, sharing and implementation of new ideas
• Take ownership for driving career development
• Control and check expense claims for authorisation
• Prepare and check invoices and arrange for payments
• Identify solutions to enhance cost effectiveness and increase operational efficiency
• Manage financial and other company resources under your control with due respect
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.

Competencies    

• Understands how the business operates, what the key issues and risks are that drives business success; and how they impact on the commercial viability of potential ventures and the profitability of the Group
• Anticipates, meets and exceeds client’s needs by creating long lasting relationships that support the client value proposition, supports their financial wellness and ensures client centricity.
• Drive a sense of urgency, focus, accountability, agility and execution to deliver business results.
• Actively leads change, does what is right for the business and drives continuous improvement through innovation.
• Prioritises the business interests of MMI and invests in the success of the group by aligning effort across divisions.
• Persuades, convinces, influences and inspires others, both within MMI and externally to win support, loyalty and gain commitment to the purpose of MMI
• Manages self and relationships with others effectively, deals with ambiguity, uncertainty and pressure, and provides perspective in difficult situations.
• Is sensitive to individual and cultural differences and demonstrates humility and an openness to engage people from diverse backgrounds and cultures to the mutual benefit of all parties concerned.