Personal Assistant

Massmart; Wes-Kaap; On-site; ZAR 180 000 - 300 000; Full time

Job summary

A leading company is seeking a skilled Secretary/Personal Assistant to support the Vice President with office administration, stakeholder communication, and document management. The ideal candidate will have strong organizational skills, a diploma in secretarial studies, and experience in a similar role. This position requires excellent communication skills and the ability to manage multiple tasks efficiently.

Qualifications

• Min 5 years’ experience as a Secretary or Personal Assistant.
• Advanced skills in MS Office packages.
• Excellent verbal and written English communication skills.

Responsibilities

• Manage diaries and travel arrangements for the VP.
• Serve as the point of contact between the VP and stakeholders.
• Maintain document management systems and ensure confidentiality.

Skills

Teamwork

Interpersonal skills

Drive / initiative

Excellence orientation

Planning, Organizing and Time Management

Verbal and written communication

Assertiveness

Influencing

Education

Grade 12

Recognized Secretarial or PA Diploma

Tools

MS Office

Job description

“We encourage people with disabilities to apply.”

Summary:

The main purpose of this role is to efficiently execute and coordinate all office administration duties, communication and correspondence with relevant stakeholders in order to provide the necessary support to the Vice President in a professional and confidential manner.

FUNCTIONS / RESPONSIBILITIES:

Diary and travel management

• Effectively plan, manage and organize schedules and diaries.
• Schedule all onsite and off-site meetings, workshops and visits.
• Efficiently manage diaries to ensure that double bookings do not occur; facilitate changes and updates as necessary; book meeting rooms and schedule video conferences
• Source, prepare and ensure that all relevant meeting documentation are timeously distributed to relevant stakeholders.
• Arrange venues for meetings/functions including sending meeting planners to invitees, booking of facilities, ordering of and servicing of refreshments, and ensuring technical aspects are in working order
• Make all required online travel arrangements, e.g., car hire, shuttles, flight, accommodation, documentation.
• Liaise with Massmart Travel Office to ensure that all necessary national and international arrangements are finalized and confirmed.
• Execute all arrangements in a manner enabling the efficient functioning of the office.

Document Management

• Create and maintain on-line document management system.
• Ensure the safekeeping and confidentiality of all documents.
• Keep track of files, documents and other information to ensure they are easily accessible.

Administration

• Order office supplies.
• Type correspondence, internal memorandums and ensure the distribution by e-mail.
• Keep track of birthdays, occasions and events and respond appropriately.
• Provide general office administration efficiently and timeously.
• Distribute correspondence as required.
• Receive visitors.

Internal and external Stakeholder Management

• Serve as the point of contact between the VP and relevant stakeholders.
• Ensure effective and professional communication/correspondence with all stakeholders.
• Manage stakeholder queries and escalate if required.
• At all times, provide excellent levels of stakeholder engagement.

Effective self-management

• Take ownership and accountability for tasks and activities and demonstrates effective self-management.
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained.
• Support and drives the business’ core values.
• Maintain a positive attitude.
• Respond openly to feedback.
• Take ownership for own career development.
• Manage colleagues and client’s expectation and communicate appropriately.

Requirements:

Minimum Academic, Professional Qualifications and Experience required for this position

• Grade 12
• Recognized Secretarial or PA Diploma preferred
• Min 5 years’ experience as a Secretary or Personal Assistant
• Advanced skills in MS Office packages
• Excellent verbal and written English communication skills
• Knowledge of office management systems and procedures

Competencies and Skills

• Teamwork
• Interpersonal skills
• Drive / initiative
• Excellence orientation
• Planning, Organizing and Time Management
• Verbal and written communication
• Assertiveness
• Influencing

“Employment Equity Policy Requirements may be applicable”

At Massmart, we are dedicated to fostering a workplace culture built on respect, integrity, service and excellence. We believe that every employee deserves a safe and inclusive environment, one free from discrimination, harassment and inappropriate behaviour, where they can thrive and perform at their best.

Our policies promote equal opportunity and a culture of accountability. If you ever feel unsafe or witness behaviors that do not align with Massmart’s values, we encourage you to speak up.

Email: [e-mail]

Phone: [phone]

Your voice matters, and we are here to support you.