Personal Assistant to a Director at ARRCC Design

• The primary function of this role is tprovide high-level administrative support ta Director.
• Although your time is allocated tthe above-mentioned business leader, you will be called on from time ttime tfill in or provide assistance tother support functions in the organization.

PRIMARY RESPONSIBILITIES (These include, but are not limited tthe following);

General PA responsibilities

Diary management.

• Managing and maintaining the Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule. If any meetings are cancelled, re-scheduled immediately
• Arrange consultants / client / staff etc. meetings
• PA tinsure that all IT software aspects are kept up-to-date in order tfunction as efficiently as possible.
• Following up on information required for meetings and ensuring such information is ready prior tthe start of the meetings
• Ensuring that cyclical /recurring meetings take place.
• Advise Director on meeting clashes and advise suitable times
• Invitations such as launches that we RSVP tare added intthe calendar, with the invite saved as an attachment
• Used tassist with timesheets
• Contacts intoutlook – any business cards immediately entered ontdatabase.
• Update calendars with project deadlines, 3D booking times. Work closely with Director and team on overtime and capture
• Events such as staff birthdays, Public holidays, etc tbe added tcalendars
• Reading, researching, and routing correspondence; drafting letters and documents and collecting and analyzing information where required.
• Screening of calls
• Meeting minutes
• Typing
• Assisting with the setting up and administration of generic email responses.
• Occasional assistance with matters of a personal nature.
• Follow up with clients / consultants, etc
• Print and bind certain presentations
• Daily action list and print out calendar
• Team meeting notes & action lists
• Leave applications / staff leave summary
• Send progress reports on items tDirector
• Must be available for possible driving around / collections
• New staff – co-ordination with HR

Project Initiation

• New Project Enquiries (RFPs)
• Filing, sorting and retrieval of all related incoming documentation
• RFP procedure - Manage and drive from initiation including;
• Add contact information on Vision
• Load NPE’s as opportunities on Vision and complete all relevant fields
• Draft responses
• Follow Ups
• Project correspondence maintenance on Vision

Tenders

• Plan, co-ordinate produce and compile (Work with technical / design, admin and graphics staff)
• Filing, sorting & retrieval (hardcopy & electronic)

Reports

Weekly & Monthly:

• Complete timesheets
• OVT for previous week
• Update IA Prime List for Accounts
• Update RFP Prime list
• Check all projects are added as opportunities tVision and that all activities are logged
• Check for any contact cards tbe added tVision
• Send OVT summaries tAccounts tcapture

International Work

• Consultants and Client Databases
• Lead Database

Electronic Mailboxes

• Filing and management of electronic mailboxes
• E-mail filing tbe done on a constant basis. E-mails tbe filed from oldest tnewest.
• Events such as staff birthdays, Public holidays, etc tbe added tcalendars
• Skim read emails, prompt urgent responses and feedback required

IA Fee Proposals

• Update Fee Proposals and sent tclients, follow up & track
• Update Fee Proposal templates

Travel

• Manage travel checklist: Passport / visas / tickets / accommodation / currency / travel insurance / itinerary, etc
• All travels tbe added tcalendar and My Workspace
• Professional Accreditation
• SACAP
• IID

Payments & Slips

• Invoices tbe paid – print for director sign-off and tFinance for payment.
• Credit Card slips and Garage slips. Collect every Monday morning, scan and save copy. Sending tFinance.

General

• Thorough knowledge of and compliance with all ARRCC procedures and standards.
• Contribute, support or otherwise assist staff with administrative and support tasks, as and when required
• Management of New Project Enquiries and their documentation.
• Management of leads.
• New Staff – co-ordinate with HR.

Essential Skills and Criteria

• Exceptional level of accuracy and attention tdetail.
• Excellent verbal and written communication skills – articulate and diplomatic. Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities.
• Excellent knowledge of the Microsoft Office Suite
• Able twork without supervision and ttake initiative in response tinstruction and demonstrate a proactive approach tdaily tasks
• Able tbuild good relationships at all levels, internally and externally and the ability twork well in a team.
• Excellent organisational and time management skills
• Ability tremain calm, multitask and work under deadline driven pressure.
• Able tmanage sensitive and sometimes confidential information
• Appreciation of, and commitment tthe business of the Practice
• Languages (other than English and Afrikaans)

Behavioural Criteria

• Flexible attitude
• Able tdemonstrate a high degree of professionalism and confidentiality
• Ability tdeal with high profile clients.