Personal Assistant to Director - Gauteng at Believe Resourcing Group

Position Overview:
They are seeking a highly organized, proactive, and efficient Personal Assistant (PA) to support our Director in their daily operations and professional activities. As a PA to the Director, the candidate will play a crucial role in managing their schedule, facilitating communication, coordinating meetings and travel arrangements, and providing general administrative support.

Responsibilities:

Calendar and Schedule Management:

• Efficiently manage the Director's calendar, schedule appointments, meetings, and events.
• Coordinate internal and external meetings, ensuring all necessary arrangements are made such as booking meeting rooms, arranging catering, and preparing necessary materials.
• Proactively manage conflicts and prioritize appointments based on the Director's preferences and business priorities.

Communication and Correspondence:

• Screen and prioritize incoming calls, emails, and correspondence, handling them promptly and professionally.
• Draft and prepare emails, letters, memos, reports, and other documents on behalf of the Director.
• Maintain effective communication channels with internal and external stakeholders, responding to inquiries and requests in a timely manner.

Travel and Logistics Coordination:

• Arrange domestic and international travel itineraries, including flights, accommodations, transportation, and visas as required.
• Prepare detailed travel plans, itineraries, and agendas, ensuring all necessary arrangements are made.
• Reconcile travel expenses and prepare expense reports for the Director.

Meeting Coordination and Support:

• Coordinate and schedule meetings, including preparing agendas, collating relevant documents, and distributing materials to attendees in advance.
• Attend meetings, take accurate minutes, and distribute them to participants as necessary.
• Follow up on action items and deadlines resulting from meetings, ensuring timely completion.

Administrative Support:

• Conduct research, compile data, and prepare presentations, reports, and briefing materials for the Director.
• Maintain and organize confidential files, records, and documents, ensuring easy retrieval when required.
• Assist in the preparation and coordination of special events, conferences, or company-wide activities as needed.

Relationship Management:

• Build and maintain positive relationships with key stakeholders, clients, partners, and employees.
• Serve as a liaison between the Director and various internal and external parties, managing inquiries and requests.

Qualifications and Skills:

• Proven experience as a Personal Assistant or Executive Assistant supporting senior-level executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, with a keen eye for detail and accuracy.
• Proficient in using office productivity software (e.g., Microsoft Office suite, email clients, calendar management tools, google adwords).
• Discretion and ability to handle confidential information with professionalism and integrity.
• Exceptional interpersonal skills, with the ability to interact and communicate effectively with individuals at all levels.
• Proactive and resourceful, with the ability to anticipate needs and take initiative.
• Ability to work under pressure, adapt to changing priorities, and meet deadlines.
• Excellent problem-solving skills and ability to exercise sound judgment.
• Ability to handle marketing activities and campaigns.