Personal Assistant

Our client in the Construction Industry, based in the East of Pretoria, has a vacancy for a Personal Assistant. The PA will provide support to two Senior Managers: the Director and the Operations Manager. This job entails approximately 20% secretarial work (filing, petty cash reconciliations, and diary management) and 80% support on soft technical issues such as tenders, orders and deliveries, project initiation and project close-out. Experience in the Construction/ Engineering sector is crucial for this position. This individual will have the ability to think on their feet, respond to changes quickly and work under pressure.

Responsibilities:
To provide secretarial support to the Director and Operations Manager:
- Petty cash reconciliations and expense claims
- Filing
- Diary management
- General office administration
Manages requisitions and orders for Director and Operations Manager
Acts as contact person between head office and plant yard
Manages the administration of plant hire (quotes, invoices and logistics)
Maintains fleet documentation, including operator and vehicle licenses
Assists in the compilation of tenders
Implements and executes administrative project start-up checklist
Implements and executes administrative project close-down checklist
Oversees preparation, minutes and wrap-up of board meetings

Experience, skills and qualification requirements
5 years’ general work experience
More than 2 years’ experience as a Personal Assistant to a Senior Manager
Experience in and knowledge of the Construction/Engineering Industry – crucial
Skills:
High level of general computer literacy
Qualifications:
A certificate or diploma in secretarial work would be advantageous
Competencies:
Ability to communicate professionally in English and Afrikaans (both verbally and in writing)
Must be practical
Must work well with clients
Must keep things organised, implement new processes where necessary
Generate professional, concise and accurate documentation
Work under pressure
Maintain a high level of order in paperwork
Identify a problem and take responsibility for finding a solution
Upward manage to ensure deadlines are met
Manage time efficiently
Pro-active and energetic approach to work/responsibilities
Must be able to cope in a high pressure working environment
High Emotional Intelligence levels