Personal Assistant at Pepkor Speciality

Qualifications

• A  minimum  of  5  years  of  experience  as  a  personal  assistant  or  personal  executive  reporting  to Executive members is essential.
• A relevant qualification in secretarial/ personal assistant/ office administration is required.
• A Matric certificate or equivalent qualification is an important requirement.  

Knowledge, Skills and Experience

•  Basic  numerical  skills,  together  with  the  ability  to  complete  numerical  reports/budgets  accurately (as and when required).
•  Must be able to present themselves and the company in a professional manner.
•  A strong service orientation and excellent relationship-building and networking skills.
•  Communicate effectively at all levels both within, as well as outside the company.
•  Remain  flexible,  function  under  pressure  and  maintain  a  positive  attitude  and  work  performance in a variety of circumstances.
•  Excellent time management, planning, coordination and organizing skills.
•  A strong “sense of urgency” about everything they do.
•  Self-motivated, take responsibility and have a sense of pride in their work.
•  Be accurate, attention to detail and be reliable in meeting set deadlines.
•  Manage confidential information with the utmost discretion.
•  Innovative and show initiative.

Key Responsibilities

• Provide administrative and clerical support and coordination to 3 Executive Managers and their respective departments. 
• Coordinate the calendar of events. 
• Receives and directs all incoming calls for 3 Executives, and manages messages and follow-ups. 
• Daily manage the diaries of direct Managers proactively, including conference room bookings, meetings, lunches, receiving of visitors etc. 
• Prepare statistical reports, collate agenda items from various members of meetings, attend meetings and type up minutes for distribution. 
• Organizing functions/meetings and appointments etc. 
• Coordinating the venue and catering for respective functions. 
• Manages travel arrangements for respective departments. 
• Responsible for coordinating new supplier documents for loading onto the finance system. 
• Places company stationery orders for relevant departments. 
• Maintains a hard & soft copy of filing documents for Group committees (3-year budget plans, Investment committee etc.) 
• Dealing with and responding to correspondence and telephonic queries.
• Compiling and distributing reports and/or presentations. 
• Providing a comprehensive administrative/office support service. 
• Relieve reception duties on an ad hoc basis.