Our client a Well Established Organisation in the Transport industry is seeking the services of a PA for the Fourways / Roodepoort, Johannesburg, Gauteng Area.
The successful candidate will be expected to provide first class secretarial and administration support to the Director and Management Team.
The successful candidate will be a polished professional, articulate and will really understand the true meaning of providing exceptional executive assistant support at a senior level
Min Requirements:
- Matric with PA/ Secretarial/ Office Admin Diploma or qualifications in a relevant discipline and significant recent experience in a similar role
- Fluent in Afrikaans (Written and Verbal)
- PA experience at Senior Manager/Director level +/- 5 years and OR Sales Assistant.
- Experience in Finance administration will be advantageous.
- Demonstrable experience of working with senior management within a fast moving business environment
- Excellent secretarial skills, including fast, accurate minute taking and typing and excellent IT skills including MS Word and Excel .
- Effective communication, interpersonal and organisational skills
- Experience of managing a complex and changing diary with attention to detail and the ability to work speedily and accurately
- The ability to exercise independent judgment and use initiative to make sound decisions and resolve issues.
- A proactive attitude with the ability to forward plan and think outside the box.
Responsibilities
- Compile spreadsheets and identify discrepancies to bring to Management's attention.
- Ensure messages are correct and conveyed timeously
- Update and distribute telephone lists to all Staff at Dealership
- Communicate effectively with clients and have a client service approach.
- Control, monitor and record calls.
- Ensure Customers are directed to the employee to be visited / contacted
- Ensure Customers comfort whilst in waiting period
- Ensure all calls are answered promptly and pleasantly
- Ensure cleanliness of reception area Limit hang-on calls by offering call backs
- Creating processes and procedures to ensure that the day to day running of the department is efficient and effective whilst constantly reviewing these processes and improving.
- Acting as the main point of contact for Director , screening and responding to emails, preparing reports and presentations with a high level of accuracy.
- Diary management including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration and booking, minute taking and briefing management extensively on these.
- Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
- Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail.
- Arranging and coordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
- Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
- Processing invoices, purchase orders and expenses for Management.
- Build and maintain strong and effective relationships with external and internal staff in a professional and confidential manner.
Critical Competencies
- Communication: written and verbal
- Accounting/ Finance skills and understanding
- Planning and organising
- Managing workload
- Administration experience
- Excellent Computer literacy (MS Office, Excel)
- Confidentiality
- Professional image
- Innovative and Proactive
- Energetic and fast paced
- Ability to work under pressure
Job Types: Full-time, Permanent
Salary: R23 000 - R25,000.00
Experience:
- Personal Assistant: 5 years (Required)
- Fluent in Afrikaans: 10 years (Required)
