Personal Assistant - Durban at Ignition Group

Description

• Act as first point of contact by dealing with correspondence and phone calls on the Executive’s behalf.
• Manage and coordinate electronic diaries to ensure maximisation of the Executive(s) time.
• Organise meetings and appointments, controlling access to the Executive(s).
• Maintain office supply inventory and any other supplies as required.
• Prepare, complete and submit expense claims and expensive reports on behalf of the Executive(s).
• Record, produce and distribute minutes of meetings and follow up on outstanding items.
• Prepare meeting agenda.
• Reminde the Executive(s) of important tasks and deadlines.
• Implement and maintain procedures and/or administrative systems.
• Coordinate and arrange travel for the Executive(s).
• Develop relationships with internal administrative staff to facilitate meeting planning and scheduling.
• Coordinate with Executive’s direct reports to gather and distribute information.
• Assist with refreshments, catering arrangements, parking requests, and managing boardroom bookings.
• Research, prioritize and follow up on incoming issues.
• Manage internal and external correspondence on behalf of top and/or senior management.
• Schedule appointments, maintain an events calendar, and sending reminders.
• Draft, copy, format, scan, fax documents and minute taking.
• Adhoc document support (following up on documents).

Requirements

• Matric
• Secretarial and/or Office Administration Management Diploma
• At least 2 – 4 Years in a similar capacity, supporting more than one Executive
• Extensive experience creating documents and spreadsheets, using MS office 365
• Trustworthy with impeccable moral standards
• Excellent attention to detail
• Excellent verbal and written communication skills and a service-oriented aptitude
• Demonstrate a positive attitude towards work and can manage assigned job processes
• Able to cope well under pressure and extremely organised
• Display the required level of confidentiality, discretion and professionalism when dealing with sensitive information
• Excellent interpersonal skills and can interact with a variety of internal and external stakeholders across all levels in the organisation
• Willingness to work long and irregular hours
• Demonstrate agility and flexibility in response to changing priorities and needs
• Resourceful in ever-changing situations
• Display an proactive approach to work — anticipating the needs of others before anyone else
• Demonstrate a positive attitude towards work and can manage assigned job processes
• Ability to get the message across with a desired effect