Vacancy: Personal Assistant

Job Purpose
The individual is expected to work with a senior manager/s or director to provide secretarial and administrative support. They act as the first point of contact for the manager/s during their absence. The individual will need to maintain a high degree of confidentiality at all times and to interact with stakeholders at various levels in order to deliver on the work outputs.

Key Responsibilities
·         Manage the diary of the manager, in an efficient

·         Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting.

·         Liaise with relevant parties to re-schedule any meetings

·         Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference.

·         Liaise with the in-house travel agency to make the travel bookings

·          When requested to by the manager, attend in team meetings in order to take the minutes of the meetings.

·         Create socialisation rotations schedules for the direct reports of the manager

·         Arrange any venues and catering for any team events

·         Where teleconferences are being held, liaise with the relevant stakeholders to secure a dial in pin for the meeting

·         Assist manager by being aware of the content for their emails

·         Create an online filling system to assist the manager with work prioritisation

·         Acts as the first point of contact for the manager by answering/screening and/or re-directing the telephone calls received in a professional and efficient manner.

·         Assist visitors by directing them to the correct venue or person that they are looking

·         Assist with any typing and preparation of Word, Excel and PowerPoint documentation needed by line manager.

·         Set up and maintain a well-ordered filing/retrieval system to store all printed documents away in a secure place

·         Take charge of general office administration including ordering of stationery and groceries, restocking printers etc.

·         Enforce company policy in terms of procedures including travel, cell phone, expense claims etc.

·         Retrieve bank property e.g. cellphones, 3G cards, laptops, access cards etc, from the direct reports, of the manager, who       leave  the bank and return to the relevant parties.

·         Assist with any general administration e.g. photocopying, scanning, document binding etc that line manager requires.

·         Request quotes from approved suppliers and generate purchase orders

·         Follow up with vendors for the delivery of items

·         Obtain sign off on invoices from the cost centre owner and submit

·         Review entries passed against the department’s cost centre

·         Request team members to submit supporting invoices for corporate credit card expenses

·         Check the budget run rate and highlight all over and under-spent items to the cost centre manager.

Competencies

·         Deciding and initiating action

·         Learning and researching

·         Entrepreneurial and commercial thinking

·         Relating and networking

·         Adapting and responding to change

·         Persuading and influencing

·         Creating and

How to apply

Click here to apply online

Closing date: 14 June 2014