Personal Assistant at Ignition Group

The role:

• We are looking for a responsible Personal Assistant to provide personalised secretarial and administrative support in a well-organised and timely manner. You work closely with senior managerial and executive staff. Show us what you know and we’ll return the favour. Work with some of the best minds in the industry. Embark on a knowledge adventure. Play a pivotal role in helping a manager to make the best use of their time!

The detail:

First Point of Contact

• Screen telephone calls, relay messages, and attend to queries.
• Be the point of communication between internal and external parties.
• Reply to invitations and arrange meetings/luncheons.
• Book relevant meeting room and ensure that reminders are set for all Executives.
• Keep track of all meeting action items and updates after meetings.
• Keep track and advise admin/management of what can be approved, and ensure that management/executive team are reminded of important tasks and deadlines due.
• Deal with support emails, follow up on telephonic/email leads, and ensure leads have been attended to.
• Assist with and organising functions/events.

Administration

• Collate, file, and submit expenses and claims (credit card/petty cash/ travel receipts).
• Sort documentation and confidential matters for Executives.
• Type and distribute minutes and action items.
• Provide secretarial/administrative support for various teams.
• Maintain, manage, and organise legal databases, and filing system.
• Format of legal documents to read-only documents, and log for approval.
• Update legal documents with information on new clients/suppliers, interact with clients/suppliers to follow up on signed documents, and email when required internally and externally.
• Type, compile, and prepare legal documents and correspondence, and compare and note differences. 
• Allocate action items for monthly Exco meeting, and go through with Executives.
• Approve all travel which has been logged, and ensure it is billed correctly.

Travel Arrangements

• Ensure that travellers submit requests to travel in line with policy and that if travel is approved the traveller is provided with all necessary details pertaining to their trip.
• Source and secure the most cost and travel time effective flights, car rentals/uber and accommodation. Maintain service provider relationships to ensure optimal renegotiation of agreements and contracts every six to twelve months.
• Assist with all Visa applications when required. 

The Adhoc Stuff

• Order beverages for Executives.
• Arrange catering for meetings.
• Assist with stationery orders and requirements.
• Arrange parking information and communicate directions.
• Organise Senior Management’s requirements on collection/ distribution and logging of courier collections and deliveries.
• Miscellaneous tasks to support the Executives, which vary accordingly.

Are you this person?

• This role is based at our Umhlanga branch. Are you able to travel to Umhlanga?
• Do you have a secretarial or administrative related qualification in addition to a matric qualification?
• Are you skilled in MS Office (Excel, Word, PowerPoint, Outlook)?
• Do you have a minimum of 3 years’ experience as a Personal Assistant to senior management/executives?
• Do you have corporate travel arrangement experience?
• Are you exceptional in your communication, organisation, time management, and interpersonal skills?
• Do you have the ability to work independently, under pressure and with tight deadlines?
•  Are you as fanatical about the detail as we are?
• Can you comfortably juggle a range of different tasks?