Personal Assistant – REF: PERSONALASSIST JW386EX/2024 at Johannesburg Water

PURPOSE

To provide administrative support to the Executive Managers and General Manager; Operations with day-to-day functions by receiving and handling information.

KEY RESPONSIBILITIES

• Priorities and categorize in tray of the office, daily, prepare correspondence daily for internal memos, general notices, reports, presentations, external letters, minutes, works requests, request for change forms, internal staff.
• Check the correctness and rectify all correspondence before sending them out, daily, attend to incoming calls, daily, take messages on behalf of the Executive Managers and General Manager:
• Operations, screen and re-direct the calls to the relevant personnel daily, make outgoing calls, contact relevant officials, both internally and externally, leave messages or obtain information on a daily basis.
• Update the Executive Managers and General Manager: Operations’ diary on a weekly basis to ensure that appointments are adhered to, book parking for the Executive Managers and General Manager: Operations when attending meetings outside the office, reconcile petty cash book on a monthly basis by ensuring that receipts are recorded accurately and effectively, as and when required.
• Draw cost center reports on a monthly basis for review by Executives, Divisional Managers and General Manager: Operations, Revise some of the reports according to the Executive’s / General Manager: Operations instructions, monthly, maintain archiving of completed files, as and when required.
• Organising logistics of the meetings, daily.
• Preparation of agenda, as and when required. Identify goods and services required, ongoing, procure goods and services via SAP, ongoing. Co-ordinate and administer of goods and services provided, ongoing.

JOB REQUIREMENTS

Essential qualifications and experience:

• Grade 12 (NQF4), and at least 6 months Secretarial Certificate or Diploma
• 3 years administrative or secretarial experience
• Strong writing and communication skills
• Computer literacy