Professional Assistant

Datafin; Cape Town; On-site; ZAR 300 000 - 450 000; Full time

Job summary

A leading company in Cape Town is seeking a Professional Assistant to manage the CEO's office and support key executives. The ideal candidate will have over 10 years of experience in administration and coordination, with strong skills in MS Office and Google Suite. This role is crucial for ensuring the smooth operation of the office and facilitating organizational growth.

Qualifications

• Minimum 10+ years of PA/Admin/Coordination experience essential.
• Experience in telecoms or tech industry advantageous.
• Proficiency in MS Office and Google Suite required.

Responsibilities

• Manage the portfolio and office of the CEO and key executives.
• Prepare professional documentation and manage travel arrangements.
• Lead the Office Support Team, including receptionists and facilities staff.

Skills

Communication

Administration

Coordination

Problem Solving

Interpersonal Skills

Education

Tertiary qualification

Tools

MS Office

Google Suite

Job description

The role of a Professional Assistant requires a capable and mature individual who can manage the portfolio and office of the CEO and key executives. The position demands the ability to work independently, with excellent communication and administrative skills. The primary goal is to build capacity for the Executive, enabling them to focus on organizational growth, while ensuring the smooth operation of the company offices to support overall objectives. A tertiary qualification is beneficial.

DUTIES :

1. Reading, monitoring, and responding to emails.
2. Fielding calls, taking messages, and ensuring timely follow-up.
3. Assessing and filtering incoming matters, directing them to appropriate owners, and escalating when necessary.
4. Delegating work upon the Executive's request.
5. Managing diary and all related arrangements, including attendee coordination, bookings, catering, etc.
6. Maintaining an efficient filing system.
7. Liaising with customers, suppliers, and employees as needed.
8. Preparing professional documentation (letters, presentations, reports, board packs), coordinating contributions, and ensuring standardization.
9. Taking meeting minutes and distributing them once authorized.
10. Managing travel arrangements, including bookings for flights, accommodation, and international requirements.
11. Overseeing company expenses via credit card processes, maintaining records, and timely reconciliations.
12. Ensuring the office environment is presentable and well-maintained.
13. Arranging and overseeing company events.
14. Supporting other Executive members as required.
15. Managing office supplies, including stationery, groceries, and cleaning materials.
16. Leading the Office Support Team, including receptionists and facilities staff.

REQUIREMENTS :

• Tertiary qualification is beneficial.
• Minimum 10+ years of PA/Admin/Coordination experience is essential.
• Experience in the telecoms or tech industry is advantageous.
• Proficiency in MS Office (Advanced: Email, Word, PowerPoint; Intermediate: Excel) is essential.
• Competency in Google Suite is essential.
• Generally, technically astute.

ATTRIBUTES :

• Mature, reliable, accountable, and adaptable.
• Self-starter with problem-solving skills.
• Team player, efficient, with integrity and confidentiality.
• Excellent interpersonal, communication, administration, and coordination skills.