Personal Assistant

Job Location : Gauteng, Johannesburg

Deadline : April 27

Your responsibilities will include:

1. Administrative Support
2. Real time email management and prioritisation
3. Chief Officer LRC message management and telephone screening
4. Guest reception
5. Manage and facilitate the Chief Officer LRC calendar to arrange appointments, meetings and conferences
6. Review, proofread and edit documents prepared for the Chief Officer LRC signature
7. Ensure that the Chief Officer LRC is well prepared for meetings
8. Devise and maintain office management systems, including data management and filing
9. Administrative support during meetings in terms of accurate minute taking
10. Document compilation and/or consolidation in line with various submission requirements
11. Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
12. Co-ordinate reports that may require input from all departments and is presented to the Executive

Budget and Expense Management

1. Assist the Chief Officer LRC with budget OPEX and CAPEX budget administration for their cost centre
2. Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
3. Ensure that tax invoices and receipts are collected for payment purposes
4. Expenditure to be reconciled in accordance with source and reference data
5. Process reconciliations and payments within turnaround time
6. Process expense reports
7. Budget transfers

Travel Management

1. Manage all travel for local and international trips
2. Prepare the Chief Officer LRC itinerary for all trips
3. Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

Event Management

1. Event management for all functions hosted by the Chief Officer LRC office for their cost centre
2. Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.

which includes :

1. Venue booking and preparation
2. Confirmation of speakers
3. Attendance of delegates
4. Preparation of agenda
5. Preparation of presentations
6. Sourcing promotional items and branded gifts

The ideal candidate for this role will have:

1. Matric
2. Legal certificate advantageous

Job Experience:

1. Minimum of 3 -5 years secretarial experience which includes:
2. a minimum of 1 year's experience as a PA supporting a Chief Officer or the equivalent in a listed company
3. a minimum of 1 year working in a (BU specific) related environment
4. Legal PA support advantageous

Job Knowledge:

1. Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
2. Knowledge of office management (essential)
3. Knowledge of IT / Telecommunications environment (advantageous)
4. Knowledge of SAP EVO (advantageous)
5. Project management and project coordination

Job-Related Skills:

1. Excellent organisational skills
2. Excellent oral and written communication
3. Ability to pay attention to detail
4. Ability to maintain confidentiality at all times
5. Ability to work under pressure and meet tight deadlines
6. Ability to work independently
7. Results orientated and self-motivated
8. Forward thinking and proactive
9. Ability to execute multiple activities simultaneously