Personal Assistant

Mayfly Agri (Pty) Ltd; Pretoria; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Mayfly Agri (Pty) Ltd in Pretoria seeks a proactive Personal/Executive Assistant to provide comprehensive admin support to management and senior staff, manage calendars, schedule meetings, and coordinate travel.

You'll handle calls and emails, prepare presentations and reports, assist with orders and sales admin, maintain CRM/ERP records, and liaise with internal and external stakeholders while handling confidential information with discretion.

Qualifications

• National Senior Certificate required.
• A relevant tertiary qualification would be highly advantageous.
• Minimum 3 years experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role.
• Previous experience in the chemical distribution or related industry is advantageous.
• Strong administrative, organizational, and time-management skills.
• Strong understanding of sales processes, customer service, order management, and general business administration.
• Excellent written and verbal communication skills.
• Strong attention to detail with the ability to work independently and manage confidential information.
• Must be computer literate in MS Office (Excel/Word/ PowerPoint/Outlook) and ERP/CRM systems.
• A proactive and professional approach with the ability to work in a fast-paced environment.

Responsibilities

• Providing comprehensive administrative and personal assistance to management and senior members of the team.
• Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
• Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
• Preparing presentations, reports, quotations, meeting documents, and other business-related correspondence.
• Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
• Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
• Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow-up.
• Building and maintaining professional relationships with customers and key stakeholders.
• Assisting the external sales team and management with sales-related administration, reporting, and follow-up activities.
• Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
• Assisting with the preparation of sales reports, forecasts, presentations, and management information.
• Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
• Assisting with general office administration and ensuring that day-to-day operational requirements are managed efficiently.
• Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
• Handling confidential and sensitive information with a high level of discretion and professionalism.
• Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
• Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
• Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
• Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.

Skills

PA/EA experience

Sales administration

CRM/ERP proficiency

MS Office

Attention to detail

Communication skills

Time management

Independent work

Confidential information handling

Fast-paced environment

Education

National Senior Certificate

Tertiary qualification in related field

Tools

MS Office Suite

ERP/CRM systems

Job description

Minimum requirements for the role:

• Must have a National Senior Certificate;
• A relevant tertiary qualification would be highly advantageous
• Minimum 3 years experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
• Previous experience in the chemical distribution or related industry is advantageous
• Strong administrative, organizational, and time-management skills
• Strong understanding of sales processes, customer service, order management, and general business administration
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to work independently and manage confidential information
• Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
• A proactive and professional approach with the ability to work in a fast-paced environment

The successful candidate will be responsible for:

• Providing comprehensive administrative and personal assistance to management and senior members of the team.
• Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
• Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
• Preparing presentations, reports, quotations, meeting documents, and other business-related correspondence.
• Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
• Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
• Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow-up.
• Building and maintaining professional relationships with customers and key stakeholders.
• Assisting the external sales team and management with sales-related administration, reporting, and follow-up activities.
• Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
• Assisting with the preparation of sales reports, forecasts, presentations, and management information.
• Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
• Assisting with general office administration and ensuring that day-to-day operational requirements are managed efficiently.
• Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
• Handling confidential and sensitive information with a high level of discretion and professionalism.
• Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
• Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
• Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
• Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.

If you do not receive any feedback from us within 2 weeks of applying, please consider your application unsuccessful.