Personal Assistant Opportunity At Cape Town Central City Improvement District

Job description

Personal assistant to COO

Working as a team member of a highly successful organisation that works closely with both the public and private sector, the successful candidate will be responsible for assisting the COO to make the best use of his time by dealing with secretarial and administrative tasks. The right person will be able to work in a pressurised environment while remaining flexible, proactive, resourceful, self-motivated and efficient at all times. Key to this post is the ability to maintain a high level of professionalism and confidentiality.

Responsibilities / duties (reporting directly to the COO):

• Managing of calendar and diary. Scheduling and rescheduling of appointments. Handle communications regarding incoming and outgoing electronic messaging
• Receiving, screening and making telephone calls. Assisting with secretarial duties such as travel arrangements, filing of documentation, preparing correspondence on the COO’s behalf
• Organising and scheduling of bi-monthly board meetings including the compiling and editing of departmental reports to the board, drawing up agendas, sending out notices timeously and attending board meetings in order to take and produce high-level minutes
• Working closely with partners and stakeholders to coordinate meetings and, when required, provide information relevant to meetings
• Assisting partners and stakeholders with requests that come through to the CCO’s office on a day-to-day basis
• Managing all travel arrangements for the COO, and from time-to-time for other managers as the need arises
• Handling of year-end company gifting requirements
• Procurement: ordering and management of various operational items
• Elements of research to be conducted for the COO in terms of gathering and collating information

TO APPLY:

Please send your letter of application, CV (maximum of 3 pages) with three contactable work-related references, to the email provided before the 20 April 2016.

Please note that shortlisted candidates will be asked to take a variety of competency tests to assess typing, communication and minute-taking skills.

If you do not hear from us within 14 days please consider your application for this vacancy to be unsuccessful.

Requirements

• Tertiary qualification in executive secretarial training
• Five years’ experience in administrative support role at an executive level
• Excellent written and verbal communications skills
• Excellent ability to take high-level minutes at board meeting level
• Excellent calendar management skills, including the coordination of meetings
• Advanced computer skills (MS Word, Excel, PowerPoint, Outlook)
• Experience in scheduling travel and visa arrangements for the COO
• Flexibility regarding working hours due to ever-changing priorities
• Must be in possession of a valid driver’s licence
• Proactive management of the COO’s contact database
• Relief duties, as required, for Front of House
• Basic compilation of PowerPoint presentations for the COO when the need arises

Advantageous

• Excellent ability to take high-level minutes at board meeting level

Personal Skills/Attributes

• Must be able to work both independently and within a team
• Ability to work under pressure and within tight deadlines
• Ability to remain extremely organised in a pressurised environment
• High attention to detail and excellent interpersonal skills
• Proactive and able to multitask on projects
• Ability to take initiative
• Ability to follow a brief