Personal Assistant

EdUpStairs; Bellville; On-site; ZAR 180,000 - 240,000; Full time

Job summary

EdUpStairs is seeking a capable secretary to provide comprehensive support to the manager. You will handle receptionist duties, administer procedures, manage calls and visitors, and help implement policies and finance-related processes.

You will liaise with suppliers, prepare monthly reports, arrange travel, and coordinate meetings while maintaining accurate records, filing, and minutes as required. A professional, discreet, and proactive approach is essential.

Qualifications

• A Secretarial Diploma or equivalent qualification.
• Three (3) to five (5) years' experience in rendering a support service to Senior Management.
• Excellent computer literacy skills.
• Advanced proficiency in Microsoft Office suite.
• Good office management skills and knowledge of administrative procedures.
• Sound organisational skills.
• Good people skills.
• High level of reliability.
• Ability to act with tact and discretion.
• Ability to research and analyse documents and situations.
• Good grooming and presentation skills.
• Self-management and motivation.
• Knowledge of dispute resolution process.
• Knowledge of basic financial management.
• People and Diversity management.
• Problem solving and Analysis.
• The successful candidate must be highly reliable, self-motivated, flexible, creative, client and customer focused. Remains up to date regarding the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager.
• Excellent communication skills (verbal and written).
• Good accountability and ethical conduct.

Responsibilities

• Provide secretarial / receptionist support to the manager.
• Implement administrative procedures for the component.
• Receive telephone calls and visitors on behalf of the manager.
• Implement policies and procedures.
• Engage supplier regarding purchased materials.
• Develop implementation plan.
• Ensure that financial procedures are observed in the section.
• Compile monthly reports and present to the managers.
• Do early warning systems.
• Liaise with travel agencies to make travel arrangements for the DDG office.
• Arrange meetings and events for the manager and staff in the unit.
• Process all invoices that emanate from the activities of the work of the manager including travel and subsistence claims for the unit.
• Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required.
• Administer matters like leave registers and telephone accounts and proper filing of documents.
• Receive, record and distribute all incoming and outgoing documents.
• Collect all relevant documents to enable the manager to prepare for meetings.
• Provide feedback on identified administrative gaps.
• Provide records on goods and services procured and handle all the procurement items for the office.

Skills

Secretarial Diploma

MS Office

Office management

Organisational skills

Communication skills

Discretion

Reliability

Research & analysis

Education

Secretarial Diploma or equivalent

Job description

• A Secretarial Diploma or equivalent qualification.
• Three (3) to five (5) years 'experience in rendering a support service to Senior Management.
• Excellent computer literacy skills.
• Advanced proficiency in Microsoft Office suite.
• Good office management skills and knowledge of administrative procedures.
• Sound organisational skills.
• Good people skills.
• High level of reliability.
• Ability to act with tact and discretion.
• Ability to research and analyse documents and situations.
• Good grooming and presentation skills.
• Self-management and motivation.
• Knowledge of dispute resolution process.
• Knowledge of basic financial management.
• People and Diversity management.
• Problem solving and Analysis.
• The successful candidate must be highly reliable, self-motivated, flexible, creative, client and customer focused. Remains up to date regarding the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager.
• Excellent communication skills (verbal and written).
• Good accountability and ethical conduct.

Duties

• Provide a secretarial / receptionist support service to the manager.
• Implement administrative procedures for the component.
• Receive telephone calls and visitors on behalf of the manager.
• Implement policies and procedures.
• Engage supplier regarding purchased materials.
• Develop implementation plan.
• Ensure that financial procedures are observed in the section.
• Compile monthly reports and present to the managers.
• Do early warning systems.
• Liaise with travel agencies to make travel arrangements for the DDG office.
• Arrange meetings and events for the manager and staff in the unit.
• Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit.
• Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required.
• Administer matters like leave registers and telephone accounts and proper filing of documents.
• Receive, record and distribute all incoming and outgoing documents.
• Collect all relevant documents to enable the manager to prepare for meetings.
• Provide feedback on identified administrative gaps.
• Provide records on goods and services procured and handle all the procurement items for the office.