Personal Assistant to Director - Cape Town Verfied

Salary Negotiable Cape Town, Western Cape Cape Town, Western Cape more than 14 days ago 20-10-2014 12:27:56 PM
17-11-2014 12:27:56 PM
Our client is searching for PA to the Director who will be based at their Cape Town offices

Key Performance Areas
Manage Mail and Calendar:
• Set up and manage annual business calendar for the department, accounting for all recognised department meetings throughout the year
• Schedule appointments and maintain daily calendars, taking responsibility for managing changes, actions and reminders
• Screen organisational email accounts and process in accordance with system parameters and ensure appropriate action is taken
• Keep records of all communications using a highly sophisticated filing system in order to ensure efficient retrieval and response
• Compile internal memos, high level reports, business presentations, agendas, letters, and responses including effectively managing all mail and correspondence on behalf of the Director and Merchandise Department
• Manage and maintain contact lists

Meeting management:
• Respond to requests for setting up and rescheduling of meetings on a daily basis, including all key events and ensure conflicts are resolved
• Take responsibility for arranging and coordinating all logistic requirements for meetings arranged by the Director and/or for the Department
• Gather information and construct agendas for all Director and Departmental meetings, making sure that all delegates are invited, have responded and have received pre-meeting material
• Typing up of meeting minutes and chasing up on outstanding actions
• Responsible to follow up and attend to any outstanding actions resulting from meetings
• Arrange catering, refreshments and meeting room set-up when required.

Meeting rooms and merchandise calendar management
• Develop, schedule and maintain the Departments strategic annual calendar
• Manage meeting room bookings and availability of the meeting rooms
• Travel coordination
• Make all travel, flight, accommodation and transport arrangements for any trips taken by the Director and Department
• Liaise with external travel agents for both local and international travel
• Coordinate all Departmental Travel for the Department
• Ensure all travel related invoices are correct and payments are made timeously and in line with agreed deadlines

General Office Management
• Ensure all Directors files are maintained and all important documents are appropriately filed and referenced
• Manage leave for Director and her Direct Reports
• Arrange farewell parties, donations, gifts and catering thereof
• Order stationery and manage office equipment
• Ensure all stationery related invoices are correct and payments are made timeously and in line with agreed deadlines
• Ensure that all documents for signature by the Director is administered and timeously presented to the Director for approval and sign-off
• Set-up bi-annual KPA reviews with Director and Direct Reports
• Provide assistance on personal matters if and when required
• Arrange daily lunches for the Director as well as attend to any personal catering requirements
• Process and attend to the Director’s private accounts and ensure timeous payments thereof
• Liaise with private service providers relating to the home of the Director whilst they attend to business matters
• Ensure the Directors car is washed and valeted weekly if required
• Source venues for and assist with arrangement for annual holidays
• Attend to any other private matters required by the Director
• Manage weekly flower order for Director

Merchandise Support
• Responsible for the ordering, distribution and co-ordinating of all stationery requirements for Department
• Coordination of Departmental Service Desk requests (e.g. printer)
• Reconciliation of attendance register
• Supervise the tea lady / cleaner
• Compile Monthly KPA slides
• General Departmental housekeeping
• Coordinate and manage induction process for all new starters in the Department, including arranging desk space, hardware / software requirements, on boarding process, access to the building, etc

Attend to Ad-hoc activities
Attend to any other adhoc activities required by the Company as instructed by the Director

Requirements:
• Grade 12 (Matric)
• Administrative and/or Secretarial qualification
• Minimum 5 years’ experience as Personal Assistant
• MS Office with experience in preparing PowerPoint presentations
• Excellent typing skills

Salary: Market related

Note; correspondence will only be made with candidates that are shortlisted for this post. If you have not received any feedback within 6 weeks of your application; please consider your application as unsuccessful.