POSITION SUMMARY: Personal Assistant and Committee Coordinator
Provide full administrative and secretarial support at a senior level to the General Secretary (CEO) to ensure the smooth management of her day-to-day affairs, and the most effective use of her time. Manage sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the General Secretary’s (CEO) absence. Full minute-taking of all committee meetings within the Council including Board Meetings. Arranging of meetings and preparation of meeting packs. Arranging of flights and accommodation, as required.
Behavioural Competency
• Executive Secretarial/Personal Assistant experience – non-negotiable
• Experience and/or diploma in Minute taking
• Excellent command of the English language
• A stable track record
• Able to communicate effectively, both verbally and in writing
• Able to work independently
• High levels of motivation and enthusiasm
• Dependable and punctual
• Well-groomed and presentable always
Duties include the following, but not limited to:
• Schedule internal and external appointments for the General Secretary (CEO) as and when requested
• Ensure all appointments are captured on the electronic calendar
• Ensure boardrooms are booked out timeously and reflected on the electronic system
• Management of Internal and External meetings (rescheduling when necessary and providing relevant materials prior to the meeting, meeting packs)
• Constant on-time reminders for meetings to staff and stakeholders.
• Coordinate Client, Stakeholder meetings were necessary
• Ensuring the registration of all Designated Agents with the Labour Department
• Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings
• Send out reminders to staff to submit their information for meeting packs 5 days before the due date for sending out
• Draft letters and other documents as requested by the General Secretary (CEO)
• Handle courier and shipments of confidential documents from the General Secretary (CEO)
• Engage travel agents to ensure the best and most affordable means of travel is utilized
• Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO / General Secretary and all meeting delegates
• Order stationery for the CEO / General Secretary
• Order and provide refreshments for meetings, as requested
• Purchasing ad hoc items as and when necessary
• Always ensure sufficient office supplies
• Ensuring boardroom is booked for meetings, as required.
• Organise catering for company meetings and events, as required.
• Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO)
• Ensure General Secretary’s (CEO’s) office systems ae maintained and functional
• Ensure all filing of the General Secretary (CEO) is accurate and up to date
• Constantly and consistently update all employee and management files
• Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO)
• Full minute taking function and compilation of minutes for all committee meetings including Board meeting
• Timeous completion and distribution of minutes to relevant parties (within 5 days of the meeting being held)
• Preparation and distribution of all meeting packs, both manually and electronically
• Developing the annual calendar for Council meetings and internal operational meetings.
• Arranging of flights and accommodation, as required.
• Arrange all travel and accommodation for Council colleagues
• Perform a back-up function for logistical co-ordination and arrangements for travel for the General Secretary (CEO)
Requirements:
• Education: Grade 12 / Matric
• Experience: 5 years of related experience. Experience in an office environment and / or an administration diploma will be advantageous
• Experience and/or diploma in Minute taking
• Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled
• Must pay attention to detail
• Excellent typing skills with speed and accuracy
• Excellent minute taking skills
• Ability to enter data accurately and check and correct errors
• Ability to prioritize tasks according to importance in a fast-paced environment
• Multi-tasking capability without compromising on quality
• Must be proficient in handling office equipment including laptops, printers, photocopy machines, fax machines etc.
• Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint.
• Willingness to work after hours as may be required by the operation of the business.
Salary: R20 000 CTC
If you don’t hear from us within 3 weeks of your application, please consider your application unsuccessful.
