Personal Assistant at Sasol

Purpose of Job

• Provide a day-to-day operational personal assistant and secretarial/administration function and acts as the manager's first point of contact with people from both inside and outside the organisation.
• Coordinate business functions of the unit that include personnel administration, office coordination, contain cost according to budget.
• Ensure effective e-mail and diary management, administration management.
• Accountable for the effective utilisation and deployment of time and schedule.

Key Accountabilities

• Plan, coordination of meetings and manage daily operations.
• Effectively manage diary/calendar.
• Ensure availability of key stakeholders and to coordinate critical meetings within the required timelines.
• Proactively anticipate and respond to diary clashes and resolves conflicts.
• Book meeting rooms and organise access and parking for visitors.
• Arrange catering and refreshments for agreed meetings.
• Receive visitors and telephone calls, take messages, schedule appointments for management staff and provide information to callers.
• Perform a full range of secretarial assignments, such as composing, typing routine letters/agenda, memoranda, reports and minutes of meetings.
• Project a professional company image through in-person and phone interaction.
• Prioritise/negotiate organizational needs regarding meetings, timeframes and deadlines.
• Attend meetings, takes minutes and meeting notes.
• Work independently to manage and plan projects and executes deliverables within timelines.
• Proofread prepared materials for correct grammar, format, completeness.
• Assist and manage time and ensures a high level of service is maintained.
• Plan and organise workload to resolve issues quickly and professionally, managing within changing set of priorities, needs to be flexible and adaptable.
• Prepare and maintain office records, reports and correspondence.
• Utilise, reconcile and manipulate data for management reports from different internal/ external sources.
• Apply an understanding of the information in order to extrapolate key data.
• Stores and file documents for easy future access, maintains hard copy and electronic filing system.
• Keep abreast of technological changes and masters new technology.
• Photocopy and prints documents as and when requested.
• Identify and schedules appropriate venue, travel and accommodation arrangements, locally and internationally.
• Manage logistics of all venue, travel and accommodation requirements.
• Make arrangements for passports, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required.
• Monitor budget/expenses, provide report and analyse trends.
• Control, order and maintain stationery, office supplies and equipment timeously.
• Provide recommendations/improvement opportunities in the administrative functions.
• Obtaining and oversee the appropriate use of office equipment, facilities, and materials needed.
• Adhere to all safety standards and procedures.
• Develop, maintain effective relationships with internal/ external customers through oral and written communications.
• Keep informed on industry developments.
• Adapt the content, style and medium of communication to ensure appropriateness and to maximize understanding and impact among a wide range of audiences.
• Assist other PAs on systems or processes.
• Effectively respond to internal stakeholder queries in a timely manner.
• Key Accountabilities Continued
• Acting as first point of contact with persons from both inside and outside the organisation for the SVP;
• Preparation of correspondence, receiving of visitors, arranging of conference calls and scheduling of meetings, including venues and required equipment.
• Timeous and accurate preparation of documentation and management of information.
• Quality evaluated and improved continuously.
• Information and documents maintained, stored and filed electronically for appropriate access.
• Effective office administration / management.
• Effective management of invoices and payment processes in respect of invoices processed for SVP and where necessary on behalf of the EVP Commercial & Legal.
• Compliance with prescribed document formatting guidelines and templates.
• Innovative work processes implemented and shared.
• Customer-service problems attended to and resolved effectively and efficiently.
• Professionalism demonstrated in all conduct including attitude and behaviours.
• Teamwork promoted and team effectiveness continually improved.

Formal Education

• National Senior Certificate (Grade 12)/ Matric

Working Experience

• 3+ relevant years
• Proficiency in MS Office (including MS Outlook, MS Word, MS Excel, MS PowerPoint and Teams) at advanced level.
• Proficiency in applicable SAP transactions.