Personal Assistant

Job Description

Co-ordinates and enhances the effectiveness of the General Manager Operations by providing information, management support, effective diary management, meeting logistics services, event management, travel and accommodation arrangements as well as payment of invoices.

Key Responsibilities

• Diary management both business and personal
• Travel arrangements for the operations department
• Meeting logistics and reservations.
• Meeting attendance, recording, taking minutes and preparing the action list thereafter.
• Assist in planning and organising events
• Quarterly and monthly department report consolidation and quality checking where required
• Creation of various documents and presentations for the GM Operations
• Database and information updates.
• Answering and directing of all calls for the GM, taking of messages and resolution of queries where appropriate.
• General office administration duties such as emailing, filing, shredding (of confidential documents), typing and printing.
• Maintenance of all office equipment and logging of service requests where necessary.
• Management of payment, procurement and finance process for all invoices.
• Reconciliations of invoices against service provider statements as well as recon of travel/credit cards.
• Arranging parking for GM: Operations guests.
• Management of the stationery and refreshments for boardrooms and for GM’s personal fridge.
• Support GM’s in office and travelling activities:
• Full events planning, flights, venues, travelling.
• Record keeping of minutes, agendas and all other legal documents.
• Compliance templates, quarterly/monthly.
• Information management.
• Calendar management.
• Good governance compliance to all NBCRFLI policies.
• Assistance with Protocol.
• Records of all external and internal stakeholders with full contact details – updated regularly.
• Build a relationship with all stakeholders to facilitate a smooth running of meetings etc.
• Catering.
• Administrative and Secretarial Support:
• Types accurately, well presented and on time etc.
• Electronic maintenance of all correspondence.
• Maintenance of register.
• Maintenance of diary.
• Floor management.
• Arrangements of departmental meetings and workshops.
• Maintain Confidentiality.
• Send out meeting request for noting and leave of direct reports.
• General Administration:
• Assist with ad hoc related projects.
• Manage the filing system and ensure filing is up to date.
• Perform Secretarial duties.
• Arrange meeting and book meetings rooms.
• Draft Minutes and action items.
• Consolidate departmental reports as and when required.

Qualifications & Experience

• vMatric Qualification with Diploma or NQF Level 6 Qualification in Office Management and/or Secretarial or Administration qualification
• Knowledge of Filing documents and Record Keeping
• 3+ years relevant experience as a personal assistant with at least 1 at Senior personal assistant level
• Knowledge LRA, BCEA, EEA will be an advantage

Related Skills

• Knowledge of SAP System and MS Office package
• Knowledge of labour legislations including the POPI Act, Archives act, OHS
• Ensure that all documentation are on file and ensure that information is easily retrievable from the files.
• Diplomacy
• Ability to interact with multiple stakeholders with very strong and diverse views
• Self-Motivated
• Time Management
• Patience and good listener
• Good verbal and written communication skills
• Ability to work under pressure
• Customer orientated attitude
• Planning and organising skills
• Assertiveness
• Integrity, Honesty