Personal Assistant III at Woolworths

Job description

MAIN PURPOSE

To provide a confidential, professional, and comprehensive service to the BU management team, that includes critical business-orientated, secretarial, and administrative support.

KEY RESPONSIBILITIES

• Provide an advanced, efficient, confidential administrative service to the BU management team, including travel arrangements, agenda co-ordination, document preparation, screening calls, managing email, office management, presentations, minute taking etc. 
• Conduct general housekeeping of to the BU management office to facilitate a professional environment. 
• Ensure effective diary management for the General Manager Transport Operations (and other management members where required) by efficiently scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time. 
• Preparing internal communication on behalf of to the BU management team: Business updates, presentations etc. 
• Staying abreast of all current activities within the business and as far as possible, related issues outside Woolworths. 
• Timeously follow up on projects and actions delegated by to the BU management to the team. 
• Define and analyse problems and select most appropriate course of action to ensure issue is dealt with efficiently and effectively. Channel priority actions to accountable people. 
• Deal with end-to-end problem resolution and anticipation of impacts by managing several different tasks simultaneously and prioritising appropriately. 
• Build effective relationships with all internal and external key stakeholders to gain an understanding of all stakeholders’ responsibilities and accountabilities e.g., Travel office, facilities, printing, conference vendors etc. 
• Assist the Business Unit with coordinating and consolidating activities related to GBJ and BEE for Supply Chain.
• Coordinating road shows and integration with the Business Unit’s with respect to the GBJ and BEE scorecards.
• Integrate with Central Procurement to monitor the Enterprise Development and Supplier Development programmes in Supply Chain.  
• Play a large personal customer liaison role that requires the professional resolution and tracking of escalated customer complaints. 
• Co-ordinate team events on request e.g., conferences, team building sessions etc. 
• Provide team support by preparing presentations and arranging travel on request. 
• Assist the Transport Finance Manager with accurately and timeously complete the processing of invoices. 
• Conduct the ordering of stationery for the business unit as required. 
• Effectively deal with sensitive and confidential information. 
•  Manage filing system ensuring files are accurately and timeously filed to ensure that it is on hand when requested. 
• Manage the Office Cleaning staff.

Minimum requirements

KEY COMPETENCIES

What theoretical knowledge (e.g., degree / diploma) does the job require?

• 3-Year Secretarial diploma or business orientated diploma or other relevant qualification

What experience (e.g., previous exposure) does the job require?

• Minimum 5 years' work experience in a similar role 
• Dictaphone typing experience essential 
• Shorthand advantageous 
• Valid drivers’ license advantageous
• Knowledge and practical working experience on Microsoft Outlook, Word, Excel, and PowerPoint at the Intermediate level is critical

Other job requirements

• Ability to work flexible hours in line with the business requirements