Assistant Professional/Personal Assistant

Siemens; Midrand; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading engineering firm is seeking a Personal Assistant in Midrand to support senior management. Responsibilities include advanced administrative tasks, diary management, and coordinating travel arrangements. The ideal candidate has 3-5 years of experience in managing executive offices, possesses excellent communication skills, and demonstrates strong organizational abilities. This role ensures effective administrative support, contributing to the overall success of the management team.

Qualifications

• 3-5 years of experience managing a senior manager/Executive office.
• Ability to manage multiple calendars and deadlines.
• Strong attention to detail and accuracy.

Responsibilities

• Completes advanced administrative and clerical duties.
• Manages extensive diary scheduling and appointment setting.
• Coordinates travel arrangements and reconciles reports.
• Maintains confidentiality of all information.

Skills

Time-management

Business writing

Interpersonal skills

Communication

Organizational skills

Proactive nature

Education

Relevant Office Management qualification

Job description

Personal Assistant

Grip Title: Assistant Professional
Organization: Siemens Pty Ltd
Location: Siemens Park, Midrand
Reporting Manager: EHS Officer

Business Overview: Siemens is a global powerhouse in diversified engineering providing products, systems and solutions across the Electrification, Automation and Digitalisation value chain. With over 175 years of history, Siemens aims to play a constructive role in Africa’s success story.

Position Headline

Supports Executive or Manager in accomplishing personal targets, duties and responsibilities.

Responsibilities

• Completes assigned advanced administrative and clerical duties
• Provides support and solutions to business unit managers in regards with their business needs in the operations of their business unit
• Extensive diary management
• Schedules appointments and meetings
• Types, formats, edits and prepares protocols
• Structures agendas and takes minutes at meetings with minimum guidance from the Executive
• Follows up on actions emanating from meetings on behalf of the Executive
• Coordinates and establishes all travel arrangements, reconciles travel and expense reports
• Screens and answers inbound emails and correspondence as appropriate
• Monitors all information flow, including maintaining paper and electronic files
• Prepares presentations, reports, statistical charts and briefings
• Assists in integration of new office technologies and systems as appropriate
• Disseminates internal communications using the different communication channels at disposal and as appropriate
• Co‑ordinates resources to gather information to prepare first draft of various reports
• Effectively handles irate customers, maintaining a professional and calm manner and ensuring that follow‑ups are done and the customer is satisfied
• Maintains confidentiality of all information both from internal and external sources
• Eloquently expresses the Executive’s requirements/instructions to other staff members
• Is flexible and able to adapt and respond in an environment of constant shifting priorities
• Maintains high level of contact with external parties, stakeholders and clients
• Builds and maintains relationships and networks

Qualifications and Experience

• Exceptional time‑management abilities, including managing multiple calendars
• Relevant Office Management qualification
• 3‑5 years prior experience managing a senior manager/Executive office
• Excellent business writing skills
• Solid interpersonal skills, showing an ability to work through influence rather than control and to interact at all levels
• Communication skills (verbal and written), communicating effectively at all levels and liaising with support teams and various divisions
• Performs as a team player as well as a role model for various staff members, exhibiting qualities of caring, courtesy, helpfulness and respect
• Strong organizational and planning skills
• Strong administrative skills with excellent attention to detail and high level of accuracy
• Proactive nature and good energy levels
• Ability to work under pressure and display initiative

Legal and Equal Opportunity Information

The company’s approved Employment Equity Plan and Targets under the Employment Equity Act will be considered as part of the recruitment process. As an equal opportunity employer we encourage and welcome people with various disabilities to apply.

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