Personal Assistant

ADvTECH; Gauteng; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A leading educational institution in South Africa, Gauteng is seeking a professional and efficient Personal Assistant to support the principal with various tasks including office management, function coordination, and HR administration. The ideal candidate has a minimum of 5 years' experience and strong communication skills, along with a matric qualification and proficiency in MS Office.

Qualifications

• Minimum requirement is Matric.
• Computer literacy (MS Office) is essential.
• Must have a minimum of 5 years’ experience in a similar, busy environment.

Responsibilities

• Coordinating the principal’s diary.
• Taking minutes of confidential meetings with parents.
• Coordinating communication between the principal and parents.
• Booking of talent reviews meetings (appraisal meetings).
• Managing functions from beginning to end.
• Handling reception desk duties.
• Ensuring data integrity for HR documentation.

Skills

Verbal and written communication

Intermediate technological skills

People skills

Time management

Resourcefulness

Detail oriented

Education

Matric

Tools

MS Office

Job description

Key Purpose Statement

The personal assistant role was created to provide professional and efficient assistance in the following areas: PA to principal; Function coordinator; General office management; School administration.

Responsibilities Include:

PA to Principal

• Coordinating the principal’s diary
• Taking minutes of confidential meetings with parents
• Coordinating communication between the principal and parents
• Booking of talent reviews meetings (appraisal meetings)
• Various other ad hoc duties as determined by the position, assisting wherever a need may arise.

Function coordination

• Functions to be coordinated from beginning to end
• Manage catering
• Requesting comparative quotes – remaining within budget
• Various other ad hoc duties as determined by the position, assisting wherever a need may arise.

General office management

• Reception desk - telephones
• Staff stationery – orders, deliveries, and stock take
• Staff refreshments – orders, deliveries, and stock take (if needed)

School administration

• Staff daily register
• Coordinating second-hand uniform shop if applicable
• Coordinating school photographs
• Booking of school trips if needed
• Various other ad hoc duties as determined by the position, assisting wherever a need may arise.

HR Administration

• Recruitment, Selection, and Onboarding: Supporting the Principal and management team with all aspects of the recruitment processes
• HR Administration: Ensuring the accuracy and quality of all HR-related documentation and correspondence, e.g. LOA, maternity contracts, financial study assistance agreements, promotion and transfer letters etc
• Data Integrity: Ensuring that relevant processes are in place to guarantee data integrity
• Performance Management/Talent Review Process/Performance Appraisal Process - supporting the principal and management team with the performance management process.

Competencies Include:

Skills

• Verbal and written communication
• Intermediate technological skills
• People skills
• Time management
• Resourcefulness
• Detail orientated

Behavioural Attributes

• Reputable
• Confident
• Efficient
• Resilient
• Empathetic

Education Requirements

Minimum requirement is Matric

Computer literacy (MS Office) is essential.

Experience Required

Must have a minimum of 5 years’ experience in a similar, busy environment.

Experience with MS Office, Excellent verbal, written and English communication skills.