Personal Assistant at Discovery Limited

Key Purpose

To enhance the Service Executive’s effectiveness by providing support and representing the service executive to internal and external stakeholders and assuming responsibility for the delivery of all Professional Assistant functions within the Service Teams.

Areas of responsibility may include but not limited to :
Administrative support for management

• Diary management for direct line manager and, if required, other senior departmental managers
• Screen calls and take telephonic messages, attend to callers needs on behalf of managers
• Respond to emails on behalf of managers where appropriate
• Coordinate travel
• Type, format and proof read documentation and presentations
• Refer escalations to the correct channels
• Ordering of business cards / name badges / ad hoc items

 

Meetings

• Co-ordinate internal and external meetings
• Take minutes, draft agendas and follow up on matters arising
• Book venues for line manager and other managers

Departmental Administration

• Draft internal communication regarding staff administration and event information
• Source and and/or purchase staff gifts for team building initiatives or special occasions
• Order stationery and general supplies for department
• Pull monthly telephonic reports and ad-hoc staff reports
• Distribution of documentation, surveys, etc.
• Log maintenance calls for the department
• DNA updates & email group updates
• Track error corrections, cost adjustments and queries


 

Payroll

• Submit payroll for staff and assist with all related administration and query resolution
• Manage parking, shuttle, telephone, overtime and shift allowances

Reimbursements

• Submit all reimbursements for managers and staff where applicable, e.g. cell phone, travel, data usage

 

Finance

• Invoice processing
• Draft cash book and urgent payment requests
• Follow-up of payment / queries on all invoices
• Monitor departmental expenditure
• Re-allocate costs where necessary
• Manage and reconcile company credit card

Events and Special Projects

• Coordinate and deliver professional level departmental functions and events e.g. PEA’s, Reviews, Perfect 10, Strat sessions and Long Service Awards
• Pamper projects co-ordination

 

General

• Write and respond to correspondence
• Handle internal and external queries
• Provide back-up support for other PAs in the department when necessary
• Ad hoc projects and responsibilities as and when required

 

Personal Attributes And Skills

• Adhering to Principles and Values
• Relating and Networking
• Persuading and Influencing
• Presenting and Communicating Information
• Writing and Reporting
• Adapting and Responding to Change
• Coping with Pressure and Setbacks
• Knowledge and understanding of HR Information System will be an advantage
• Strong written & verbal communication
• High degree of organisational skills
• Interpersonal skills
• Attention to detail and accuracy
• Self-motivated
• Ethical and respects confidentiality
• Team player

 

Education And Experience

• Matric Certificate / Grade 12
• 3 year tertiary qualification / Business or Financial degree (Advantageous)
• Minimum 3 years Professional Assistant experience
• Discovery group experience (Advantageous)
• Computer literate (including MS office – Word, Excel, PowerPoint, Outlook