Professional Assistant at Discovery Limited

Job Description

•  The key purpose of this role is to ensure that effective support is provided to the Deputy General Manager of Discovery Connect and the respective sales managers.
• This support includes (but is not limited to) effective diary management, general administration, project administration, co-ordination of events and office Management.

Secretarial duties:

• Taking and relaying messages accurately and timeously
•  Problem solving
• Diary management
• Scheduling meetings, including booking and set up of the venue and any relevant documentation
•  Preparation of agenda and minutes and presentations
• Provide general administration support to the management team and division
• Edit and review documents for printing and distribution

Key Outputs

Office Management:

•  Order and manage cost centre equipment and supplies including stationary, PCs, furniture, etc.
•  Serve as a point of contact relating to reporting of repairs
•  Update Organograms
•  Co-ordinate functions and events for the cost centre
•  Processing and reconciliation of invoices and handling of payment queries
•  Ordering, handling and reconciliation of vouchers for staff. 
•  Co-ordinate departmental moves
•  Allocate parking and responsible for staff reimbursements.
•  Scheduling and booking of travel management.

Technical competencies:

• Ms Office Suite (Excel, PowerPoint, Word, Outlook, Visio) Advanced level
• Typing skills (Ability to type with speed and accuracy) Advanced level
• Project administration (Handle administrative tasks effectively and
• ensuring accuracy and attention to detail) Advanced level
• Exposure to financial systems (IDU, Sage) Intermediate level

Personal attributes and skills

 Behavioural competencies:

• Coping with pressure and setbacks
• Adapting and responding to change
• Planning and organising
• Delivering results and meeting customer expectations
• Following instruct ructions and procedures
• Relating and networking

Other:

• Ability to multi-task
• Effective time management skills
• Must be able to work long and flexible hours when required
• Must be able to work in fast past and highly pressurized environment.
• Excellent verbal and written communication skills required
• Excellent verbal and numeric communication skills
• Professionalism

Qualification & Experience

•  Matric (essential)
• Secretarial or related diploma (preferred)
• 5-8 years experience as a Professional Assistant with administration experience within a corporate environment

Advantageous :

•  Facility Management Qualification
•  Previous success in administrative role
•  Experience refining and developing processes