Personal assistant

Full-time

Job Details

Job Description

 A multinational automotive company based in JHB North is looking for an Executive Secretary to the Director Sub-Sahara Africa to assume overall responsibility for all administrative functions and coordinating the activities of the Director and assume the responsibility for an extremely high level of professional administration service to the Director’s office.

 

KEY RESPONSIBILITIES

 Coordinating the diary and all activities of the Director.

 Handling incoming and outgoing communication and re-routing to appropriate departments when necessary.

 Responding to routine correspondence within limits of authority.

 Screening all incoming calls, act as intermediary for Director within established guidelines and re-route issues which could be handled by the Director’s subordinates.

 Screening of all visitors to the office of the Director.

 Ensure the smooth running of the office in the Director’s absence by either handling or delegating important matters.

 Interpret and implement the Director’s instructions and administrative requirements.

 Prepare professional, accurate, and high quality electronic presentations and documentation.

 Arrange and coordinate meetings / workshops with company employees and external delegates.

 Arrange local and international travel reservations and itinerary bookings, including arranging appointments.

 Prepare and process local and overseas travel expense claims timeously.

 Keep a comprehensive filing system for the division and action all routine office administration, i.e. leave absence reports.

 Provide administrative support on special projects and reports.

 Oversee all daily operations of the office of the Director Sub-Sahara Africa.

 

MINIMUM REQUIREMENTS

 Hold a relevant 3 year tertiary qualification (e.g. Secretarial Diploma / Business Administration) from a recognised institution.

 Sound office or business administration experience of at least three years’ experience

 Display excellent typing skills and end-user computer proficiency (i.e. MS Word, Excel, PowerPoint and Microsoft Outlook) combined with advanced electronic report and presentation preparation skills)

 Have well-developed communication skills, both written and oral, with an excellent command of the English language.

 Have good interpersonal skills

 Have the ability to perform effectively under pressure

 Have the ability to work on own, display initiative and take accountability for own actions

 Present with a professional demeanor, be diplomatic and display an appropriate understanding of cultural diversity

 Be flexible to work outside of normal office hours when required

 Have an excellent attendance record

 Display good organizing and planning skills, with strong attention to detail

 Be able to maintain confidentiality and integrity

 Excellent interpersonal skills