Recruitment Room Team
Personal Assistant (JHB Onsite)
Job Description
ENVIRONMENT:
A highly efficient, meticulous & solutions-driven Personal Assistant is sought by a dynamic Joburg firm specializing in cutting-edge Financial Security Services. Your core role will be to create and maintain a highly organised work environment by providing efficient administrative and personal support to the Executives and their team. You will be expected to coordinate travel arrangements, carry out effective minute-taking at meetings, load and process claims and invoices on Sage while providing exceptional client service. The ideal candidate will have Grade 12/Matric or equivalent with a Degree/Diploma in Office Administration, or similar field and have 1-3 years’ work experience in a similar role with strong Microsoft Office proficiency.
DUTIES:
Provide a service and support in the business (Internal Process) –
- Screen all incoming calls, take messages and handle any queries that may arise.
- Plan and prepare for foreign delegations visiting South Africa.
- Effectively setup and maintain an electronic filing system which will consist of important documentation.
- Read and analyse incoming communication, reports, submissions and distribute them as needed.
- Order flowers for employees for special occasions.
- Arrange basic functions and events including client lunches.
- Co-ordinate all travel arrangements for The Head of Operations and Change and the Head of CSD and their team.
- Contribute to the overall team achievement of set team targets through excellence.
- Type all documents, memos and reports.
- Effective and accurate minute taking for internal and external meetings.
- Schedule and co-ordinate all stakeholder meetings.
- Print or email documents required for all meetings.
- Compile and timeously distribute minutes and collate documentation required for meetings.
- Perform basic follow ups on minuted action items.
- Answer and provide first time resolution and quality driven responses to all business requirements.
- Load and process all claims and invoices on the Sage system.
- Assist with reconciliation of company credit cards.
- Attend to any ad hoc personal (private) tasks.
- Provide general administrative support to the Executives and their teams.
Engage with clients in a client centric manner (Client Services) –
- Keep clients informed (verbally and/or in writing) of any unresolved requirement.
- Deliver effective and consistent service and support to clients within specified service level agreements.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
Self-management and teamwork (People) –
- Develop and maintain productive and collaborative working relationships with colleagues, peers and stakeholders.
- Continuously develop own expertise in terms of professional, industry and legislation knowledge.
- Take ownership for driving own career development.
Contribute to financial controls and planning (Finance) –
- Identify solutions to enhance cost effectiveness and increase operational efficiency.
- Responsibly manage financial and other company resources under your control.
- Provide input into the risk identification processes and communicate recommendations in the appropriate forum.
REQUIREMENTS:
Qualifications –
- Grade 12 or equivalent.
- Degree or Diploma in Office Administration, or similar field.
Experience/Skills –
- 1-3 Years’ work experience as a Personal Assistant.
- Experience working on Microsoft Office Suite.
- Professional level of verbal and written communication skills.
ATTRIBUTES:
Business Acumen: Understands how the business operates, what the key issues and risks are that drives business outcomes through the service and administrational tasks.
Client/Stakeholder Commitment: Anticipates, meets and exceeds client’s needs by creating long lasting relationships that support the client value proposition, supports their financial wellness and ensures client centricity.
Drive for Results: Drive a sense of urgency, focus, accountability, agility and execution to deliver business results.
Leads Change and Innovation: Actively participates in change, does what is right for the business and drives continuous improvement through innovation.
Collaboration: Prioritises the business interests of the company and invests in the success of the organisation by aligning effort across divisions.
Impact and Influence: Supports and gains commitment to the purpose of the business.
Self-Awareness and Insight: Manages self and relationships with others effectively and provides perspective in difficult situations.
Diversity and Inclusiveness: Is sensitive to individual and cultural similarities and differences and demonstrates humility and an openness to engage people from diverse backgrounds and cultures to the mutual benefit of all parties concerned.
