Professional Assistant (Temp) at Discovery Limited

Key Purpose

• To assist the Chief Information Officer within the Systems Team and manage departmental administration.

Areas of responsibility may include but not limited to

• Administrative support for management
• Diary management for the Chief Information Officer
• Screen calls and taking telephonic messages; attend to callers needs on behalf of managers
• Respond to emails on behalf of DGM and managers where appropriate
• Type, format and proof read management documentation and presentations
• Co-ordinate internal and external meetings
• Locate and book meeting rooms
• Take minutes, draft agendas and follow up on matters arising
• Departmental Administration
• Do internal communications regarding staff administration and event information
• Coordinate internal and external meetings and conferences
• Coordinate departmental functions and events
• Source and and/or purchase staff gifts for team building initiatives or special occasions
• Order stationery, hardware and general supplies for department
• Pull monthly telephonic reports and ad-hoc staff reports
• Manage hardware registers
• Distribution of documentation, surveys, etc.
• Log maintenance calls for the department
• HR Assistance
• Assist managers within the area and recruiter with recruitment administration
• Arrange all departmental transfers
• Submit all reimbursements for managers and staff where applicable, e.g. cell phone, staff entertainment, petty cash etc.
• Finance
• Invoice processing
• Follow-up of payment/queries on all invoices
• Investigate expenses for budgeting purposes
• Logging of calls with 529 help
• Collating and distribution of packs for board meetings
• General
• Write and respond to correspondence
• Handle internal and external queries
• Provide back-up support for other PAs in the department where relevant
• Ad hoc projects and responsibilities as and when required
• Collects external third parties for, meetings, interviews etc.
• General assistance to managers – collecting lunch/ tea/coffee etc.

Personal Attributes and Skills

• Drives Results
• Values Driven
• Optimistic
• Learns on the Fly
• Resilient
• Instils Trust
• People Savvy
• Problem Solver

Additional attributes

• Exceptional analytical, problem solving and research skills;
• Creative thinking and the ability to operationalise innovation;
• A drive and commitment to exceed expectations;
• A reliability and dependability – can be counted on;
• The ability to influence and negotiate across divisions and teams at all levels, and with external parties;
• A thorough understanding of business dynamics and strategic challenges;
• Sophisticated written and verbal communication skills for executive-level internal and external delivery;
• A passion for personal development and growth with a high learning potential;
• A commitment to excellence
• An ability to deal with ambiguity and continuous change

Education and Experience

• Relevant tertiary qualification / Business or Financial degree, Basic Office Administration Course / Secreterial Course
• Excellent communication skills
• Advanced knowledge of MS Office (Excel, Word, Powerpoint and Outlook)
• Minimum 3 years working experience as a PA to a senior manager
• 1 – 2 years experience in a corporate environment