Personal Assistant / Committe Coordinator

Dymaxa Recruitment; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A recruitment agency in Gauteng seeks a Personal Assistant to provide comprehensive administrative support to the General Secretary (CEO). The candidate must have at least 5 years of related experience and skills in minute taking, alongside excellent organizational capabilities. Responsibilities include managing appointments, drafting documents, and coordinating travel arrangements. The position offers competitive pay and requires availability after hours as needed.

Qualifications

• 5 years of related experience in an office environment.
• Experience and/or diploma in minute taking.
• Own transport and availability to attend meetings in Johannesburg and Pretoria.

Responsibilities

• Provide full administrative and secretarial support to the General Secretary (CEO).
• Full minute-taking of all committee meetings.
• Arrange travel and accommodation for the CEO and other delegates.

Skills

Attention to detail

Excellent typing skills

Minute taking skills

Ability to prioritize tasks

Multi-tasking capability

Education

Grade 12 / Matric

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

REGION: ROODEPOORT

POSITION SUMMARY: Personal Assistant and Committee Coordinator.

Provide full administrative and secretarial support at a senior level to the General Secretary (CEO) to ensure the smooth management of her day-to-day affairs, and the most effective use of her time.

Manage sensitive and complex issues in a professional and objective manner.

Take initiative as appropriate, especially in the General Secretary's (CEO) absence.

Full minute-taking of all committee meetings within the Council including Board Meetings.

Arranging of meetings and preparation of meeting packs.

Arranging of flights and accommodation, as required.

Responsibilities

Schedule internal and external appointments for the General Secretary (CEO) as and when requested.

Ensure all appointments are captured on the electronic calendar.

Ensure boardrooms are booked out timeously and reflected on the electronic system.

Management of Internal and External meetings (rescheduling when necessary and providing relevant materials prior to the meeting, meeting packs).

Constant on-time reminders for meetings to staff and stakeholders.

Coordinate Client, Stakeholder meetings where necessary.

Ensuring the registration of all Designated Agents with the Labour Department.

Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings.

Send out reminders to staff to submit their information for meeting packs 5 days before the due date for sending out.

Draft letters and other documents as requested by the General Secretary (CEO).

Handle courier and shipments of confidential documents from the General Secretary (CEO).

Engage travel agents to ensure the best and most affordable means of travel is utilized.

Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO / General Secretary and all meeting delegates.

Order stationery for the CEO / General Secretary.

Order and provide refreshments for meetings, as requested.

Purchasing ad hoc items as and when necessary.

Always ensure sufficient office supplies.

Ensuring boardroom is booked for meetings, as required.

Organise catering for company meetings and events, as required.

Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO).

Ensure General Secretary's (CEO's) office systems are maintained and functional.

Ensure all filing of the General Secretary (CEO) is accurate and up to date.

Constantly and consistently update all employee and management files.

Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO).

Full minute taking function and compilation of minutes for all committee meetings including Board meeting.

Timeous completion and distribution of minutes to relevant parties (within 5 days of the meeting being held).

Preparation and distribution of all meeting packs, both manually and electronically.

Developing the annual calendar for Council meetings and internal operational meetings.

Arranging of flights and accommodation, as required.

Arrange all travel and accommodation for Council colleagues

Perform a back-up function for logistical co-ordination and arrangements for travel for the General Secretary (CEO).

Requirements

Education: Grade 12 / Matric.

Experience: 5 years of related experience.

Experience in an office environment and / or an administration diploma will be advantageous.

Experience and / or diploma in Minute taking

Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled.

Must pay attention to detail.

Excellent typing skills with speed and accuracy.

Excellent minute taking skills.

Ability to enter data accurately and check and correct errors.

Ability to prioritize tasks according to importance in a fast-paced environment.

Multi-tasking capability without compromising on quality

Must be proficient in handling office equipment including laptops, printers, photocopy machines, fax machines etc.

Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint.

Willingness to work after hours as may be required by the operation of the business.

Salary: R

• CTC