Personal Assistant to the Managing Director ([email protected])
- Full-time
Company Description
Manage the day-to-day office tasks of the Managing Director. Awareness of the organization’s aims and objectives and work to help the MD make the best use of his/her time by assisting in various projects as well as dealing with all secretarial and administrative tasks. Perform a number of tasks for the Director and represent the Director on a daily basis so it is of high importance to always maintain a high standard in any assignment to be carried out.
Job Description
Main Tasks and Responsibilities
- Manage the day-to-day office tasks of the Managing Director
- Prepare background documents and outgoing mail as necessary.
- Monitor, screen, respond to and distribute incoming communications
- Maintain accurate calendars with an understanding of prioritizing important deliverables
- Act as a liaison for the Managing Director for internal and external inquiries
- Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.
- Review and summarize miscellaneous reports and documents.
- Assist MD to Draft high-level presentations, communications and documents using Word, Excel and PowerPoint
- Collaborate with other team members to organize various corporate events. Manage and maintain executives' schedules, appointments, and travel arrangements.
- Conduct research, collect, and analyze data to prepare reports and documents for Managing Director
- Prepare monthly expense reports for Managing Director
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Manage Head Office payroll (about 35 people).
- Load payments for release.
- Handle insurance claims
The Employee requires these skills and experience in order for it to carry out its business.
- Ensure the MD’s diary is optimally managed for internal and external responsibilities and duties
- Liaise with other stakeholders to coordinate various meetings
- Schedule meetings for MD to meet with direct reports and their teams at intervals as agreed.
- Provide confidential secretarial support to the MD.
- Recording and typing agendas, minutes, memos, letters, reports and presentations for the MD when required.
- Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
- Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)
- Book venues for meetings and organizes refreshments
- Ensure database with contacts and telephone numbers and e-mail addresses is established and maintained.
- Support Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
- Scout and maintain an awareness of Executive’s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.
Travel Arrangements - Responsible for making travel arrangements for the MD by:
- Liaising with people and companies to be visited to arrange suitable dates and venues.
- Arrange flights tickets, accommodation, car hire etc.
- Support the Executive with trip planning and¬ Prepare detailed itineraries for the Executive
- The above will also include travel for personal purposes such as commuting flights etc.
Qualifications
- Grade 12 (required)
- Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)
- 3 to 5 Years Minimum Experience in an administrative support role
- At least 2-3 years’ experience as an executive assistant
- Relevant software application (MS Office Suite)
- Pastel (accounting and payroll) (preferred)
- Diary Management
- Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.
- Able to work in a fast-paced environment.
- Working under pressure
- Deadline driven.
- Strong attention to detail.
- Accurate/Meticulous/Efficient/Strong/Confident
- Good communication skills
- Excellent verbal, written, telephone and interpersonal skills.
- Computer literacy including developed skills on (MS Office Suite)
- The ability to manage own workload and to work as part of a team.
- Honest and Reliable
Additional Information
Closing Date: 31 December 2024
Salary: Market related
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Alternatively email your cv to the email address on our website.