Personal Assistant at Cipla

Job Purpose:

• To perform timely, accurate and professional Administrative and Secretarial functions for the Head of Supply Chain – One Africa by organising meetings, functions, booking of travel, throughout the various Cipla offices in One Africa and global team and where required.

Key Accountabilities:

Travel Arrangements:

• Arrange travel - flights, visas, transfers 
• Issuing of all travel documentation and itinerary prior to departure 
• Arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Meetings and Functions:

• Meeting and greeting visitors at all levels of seniority
• Organising meetings and ensuring the Director is well prepared for meetings
• Compiling of agendas
• Collating the meeting packs which are circulated before meetings
• Minute taking 
• Arrange refreshments and IT equipment for meetings
• Minutes to be completed timeously with the final draft after the meeting.
• Obtain quotes and arrange special events for the Supply Chain (where required).
• Liaise with events team and wellness teams for CDG events.

Diary Management:

• Ensure busy diary commitments, papers and travel arrangements are managed effectively.
• Discuss diary and upcoming engagements, invitations and other requests.
• Organising and maintaining diaries and making appointments.
• Liaise with internal and external delegates.
• Booking venues for the meetings.
• Responsible for refreshments when required during the meetings. 

Administrative:

• Filter general information, queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
• Compiling documents, briefing papers, reports and presentations
• Liaising with clients, suppliers and other staff.
• To effectively manage the day to day running of the office of the Director
• Submission of Expense Claims for the team.
• Prioritises conflicting needs; handles matter expeditiously, proactively
• Interface with other PA's and Reception  and communicating relevant info to senior managers via PA's
• Filing of all documentation and information.
• Keep record of invoices received and liaise with Finance to arrange payment and follow up and give feedback to relevant parties. 

Skills and Knowledge:

• Grade 12 Matric Equivalent
• Secretarial Diploma Certificate

Relevant experience:

• Minimum 5 years proven experience in a Senior and Corporate PA role
• Take minutes at meetings, either shorthand or typing
• Must have worked on Ms Office: Outlook, PowerPoint, Word, Excel
• Portray a professional image
• Knowledge of all facets of local and international travel arrangements
• Good understanding of customer service 

Skills:

• Effective communication skills
• Sound organisational and planning skills
• Using Initiative
• Able to solve problems and use initiative to deal with situations
• Effectively manage multiple demands and tasks
• Accurately check detail of processes and tasks to ensure that it is of a high standard
• Ability to maintain a high degree of loyalty, integrity and discretion
• Confidentiality is essential
• Proactive, can-do attitude, Team Player