Job Description
Incredible opportunity available to work full-time for SmartPA South Africa servicing local and international clients as a Virtual Assistant role - Business Support Executive (BSE) at the Centre of Excellence (COE). Candidates must be able to match our UK teams local time zone. Working hours are from 09h00am to 17h30pm UK time Monday to Friday, which will be 10h00am to 18h30pm SA time from the 28th of March to the 31st of October and then 11h00am to 19h30pm SA time from the 31st of October to the 28th of March annually when the time zone changes. Please note candidates will also work according to the UK public holiday calendar, not the South African public holiday calendar.
Successful candidates will be requested to work remotely with a reliable home fibre internet connection but could be expected to work from an office in Johannesburg North should the employer require it in the future. Successful candidates will therefore need to be able to arrange their own transport to and from work when this is necessary and is a condition of employment.
Key Responsibilities and Skills
- Be an ambassador for the SmartPA culture and values and promote this to your team.
- Be an expert on all clients and their individual needs; maintaining a high level of service delivery and complex customer queries.
- Keeping in regular contact with clients and proactively managing their expectations.
- Assist with onboarding new clients; building rapport and extracting information, and liaising with the sales team to fully understand client expectations of service.
- Sending task reports and status updates in a timely manner, to ensure clients are getting the utmost out of their package.
- Ensure all information extracted from the client is accurately documented, and distributed in a timely manner, reporting any issues to the Team Leader or COE Manager.
- Assisting with various administrative tasks.
- Inbox and diary management for a number of clients.
- Data entry and financial administration.
- Social media, copywriting, and marketing strategy support.
- Ad hoc work including formatting of documents, data entry, and proofreading.
- Ensure to communicate any client requests to the COE Team in a timely manner.
- Ensure all client processes and documents are saved and filed in the correct location using approved SmartPA technology (as per COE processes) and within GDPR guidelines.
- Assist the Team Leader to create and implement processes and policies that will support COE to be more efficient and reach its full potential.
- Assist with the onboarding journey for all new recruits, ensuring the experience is positive and supportive.
- Assist in creating reports, to be communicated to the COE manager. Manage and meet individual and team KPIs according to the business objectives.
Experience
- Proficiency in document creation, formatting, editing, and proofreading, using various software and tools.
- Excellent written and verbal communication skills in English, with attention to grammar, spelling, and style.
- Flexibility and adaptability to handle different types of documents, tasks, and clients, with varying levels of complexity and urgency.
- Strong interpersonal skills and ability to build rapport with the internal and external stakeholders of different backgrounds and seniority levels.
- A positive and proactive attitude, willing to take on any challenge and deliver high-quality results.
- Ability to work in a fast-paced environment, under pressure and with multiple deadlines, without compromising accuracy and detail.
- Aptitude for learning new technologies and processes, and for suggesting improvements based on feedback and best practices.
- Excellent communication skills, both on the phone and in written English.
- An exceptional telephone manner, confident in speaking to a variety of people from all backgrounds.
- The ability to listen, understand, and adapt communication style according to the type of conversation and extract information through appropriate questioning on the phone and email.
- A super memory and information retention mechanism.
- Great social skills with a sense of humour, enjoys building rapport with people.
- Excellent organisational skills, attention to detail, and pride in accuracy.
- An enthusiastic, 'can-do attitude', no job is too large or small.
- Initiative, and use this to be proactive about suggesting improvements in COE.
- The ability to problem-solve in order to prioritise tasks and delegate.
- Enjoy a fast-paced environment and work well under pressure.
- Experience in diary management and/or travel management/PA support.
- Extensive experience with the latest digital technology tools and software that today's businesses are using to enhance their businesses.
- Experience with the full MS Office 365 Suite (particularly the latest productivity apps, such as Microsoft Teams, Word, Excel, PowerPoint, Outlook, OneDrive, and so much more).
- Experience with G Suite collection of business, productivity, and collaboration software developed and powered by Google.
- Experience in using a CRM system/Booking system.
- Experience in using time-tracking and project management tools such as Toggle, Trello, Asana, Monday.com, Soho Projects, etc.
- Experience in an account management environment.
- Experience in project delivery and completing tasks to tight deadlines.
Desired Experience & Qualification
- An up-to-date CV with a minimum of 2 written references with contact details.
- Confirmation of previous experience in the virtual assistance and administrative support industry.
- Acceptance of job specifications and working hours.
- Current employment status.
- Notice period if employed.
- Confirmation that you have a home office workspace.
- Confirmation that you have a reliable home fibre internet connection.
- Confirmation of availability for online interviews ASAP, and candidates must be able to access online meetings with a computer with audio & camera and have access to the internet for the interviews.
- Confirmation of anticipated salary expectations within the identified levels communicated in this document.
Work Remotely
Yes (however may be required to attend the office in Johannesburg North in the future)
Dependent on experience, skills, and education:
Junior Level | R7,450 - R16,610
Intermediate Level | R16,610 - R20,201
Senior Level | R20,201 - R31,710
At SmartPA we provide industry-leading administrative and business support services to organisations across the globe. Through our knowledge and experience, we aim to teach the true value of EA and secretarial services as a fundamental support function in every business, providing access to the world’s largest talent pool, whilst raising standards and inspiring growth across our marketplace. We offer a variety of opportunities to work with and within SmartPA from free training to becoming a fully fledged Partner. The Partnership provides a unique opportunity for Partners to run their own home-based business, delivering SmartPA's world-class back office services. Whether you want flexible working hours, increased income, better work-life balance, or minimised childcare costs, SmartPA enables you to achieve your goals.
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