Professional Assistant - Sandton at Discovery Limited

Principal Accountabilities

• Diary Management, including arranging and co-ordination of meetings.

Administration

• Filter and prioritise emails, to manage and improve response time/action and due dates.
• Manage general information, queries, phones calls and invitations and redirect as required.
• Endeavour to resolve queries directed to the executives, minimising the number and type of issues brought to their attention.
• Strong focus on dealing with escalated queries from clients, customers and stakeholders.
• Manage relevant administrative tasks pertinent to the executives including, but not limited to, preparation of meeting packs, including digital folder management. Coordinate & support meetings, including  guest requirements such as tea/coffee etc.
• Record & document meeting minutes, collect feedback on matters arising from meeting attendees.
• Compile or edit Word/PowerPoint presentations within tight deadlines.
• Compile and update organograms for the portfolio.

Travel and Event Coordination

• Coordinate business travel, hotel accommodation and associated logistical support including transportation.
• Coordinate all internal and external meetings and events as required.

Payroll administration, Invoicing & Expenses

• Ensure all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
• Coordinate expenses on a monthly basis to ensure only relevant costs are allocated.
• Process and submit reimbursements for executives’ direct reports.
• Monthly compilation and submission of the recon for the corporate cards.

General

• Proactively work to build strong and effective working relationships within the executive’s office, with other PA’s and key stakeholders across group.
• Undertake ad-hoc projects and research as required.
• Day to day office management.
• High level contact with external stakeholders and clients.
• Maintain a database of all suppliers.
• Work overtime as and when required.

Critical aspects of the role include but are not limited to:

• Managing multiple responsibilities and interactions.
• Managing conflicting schedules and multiple deliverables.
• Managing relationships & networking with people across all levels within and outside the organisation.

Competencies

• Take initiative – by displaying organisational, time management and problem-solving skills.
• High levels of attention to detail.
• Delivering results and meeting stakeholder expectations.
• Presenting and communicating information consistently and timeously.
• Deciding and initiating action.
• Prioritising deadlines accordingly.
• Collaborating and networking with people.
• Writing and reporting.

Education and Experience

• Matric.
• A minimum of 5 years experience as a PA to Senior Manager/s or above.
• Intermediate to Advanced capability on Word, Excel, Powerpoint, MS exchange.
• Ability to work effectively on the full MS Office package.
• Strong written and verbal communication skills.
• Advantageous (secretarial diploma, PA to an executive/s, internal Discovery experience).