Personal Assistant (Fourways) at Omnia (Pty) LTD

Overview    

To work directly with and provide high quality personal assistance and administrative support to the Head of Finance, Head of Legal and Marketing Director. To efficiently run and organize the office and the supporting team on a day to day basis, in keeping with the corporate image. To professionally liaise with internal and external stakeholders at all levels.

Qualifications    

• Matric
• Office Administration / Secretarial Diploma essential or similar

Experience    

• Minimum of five years’ similar experience.
• Knowledge of all facets of local and international travel arrangements.
• Proven strong organisational skills with the ability to use initiative to plan, prioritise and manage a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities.
• Experience in dealing with highly confidential information with tact and sensitivity.
• Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook and Intranet/Internet systems and the ability to type at least fifty words per minute.

Duties    

• To provide professional and well organized administrative, secretarial and office management support
• To present a professional image in dealings with both internal and external contacts, always acting in a professional manner
• To manage constantly changing diaries effectively and efficiently using own initiative.
• To organise and schedule meetings/conferences and the required rooms, equipment, and hospitality.
• To ensure all relevant paperwork is available for meetings/conferences ahead of time.
• To coordinate business travel and accommodation arrangements as required locally and abroad.
• To filter all calls and visitors, manage unnecessary interruptions as well as judge the relative priority of calls and visitors.
• To respond to telephone, letter, and email queries, resolving where possible or redirecting where necessary, ensuring callers and correspondents are given a positive image of the company.
• To manage office correspondence and to exercise initiative in responding to day-to-day mail and administration independently (including print/file emails and sending responses as drafted by the Directors).
• To develop and maintain office and administrative systems (including electronic filing system).
• To undertake general admin duties including recording :
• Operational expenses, monitoring leave requests from his direct reports as well as maintaining contacts databases and telephone lists.
• To organize and manage off-site meetings as required
• To contribute to ad hoc projects and activities where necessary.
• To attend to walk in internal and external queries
• To contribute to ad hoc projects and activities as appropriate
• To perform other duties as required

Job Competencies    

• Exceptional written and oral communication skills.
• Ability to work under pressure and to tight deadlines
• Excellent interpersonal skills.
• Ability to work on own initiative.
• Honesty and reliability.
• Attention to detail.
• Ability and experience of dealing with highly confidential information with tact and sensitivity.
• High level of professionalism
• Ability to draft own correspondence
• Discretion and an understanding of confidentiality issues.