Personal Assistant to Director

Believe Resourcing; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A recruitment agency is seeking a highly organized Personal Assistant to support the Director in daily operations. The role entails managing schedules, facilitating communication, and coordinating travel arrangements. Ideal candidates should possess strong organizational and communication skills, alongside proficiency in office software. The starting salary ranges from R20,000 to R30,000.

Qualifications

• Proven experience as a Personal Assistant or Executive Assistant supporting senior-level executives.
• Discretion in handling confidential information with professionalism.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Manage the Director's calendar and schedule appointments.
• Draft and prepare emails, letters, and reports.
• Coordinate and schedule meetings and prepare agendas.

Skills

Organizational skills

Time management skills

Communication skills

Interpersonal skills

Problem-solving skills

Proficiency in Microsoft Office

Tools

Microsoft Office suite

Calendar management tools

Job description

About our Client

Established in Johannesburg, South Africa, in 1990. For 27 years, our client has specialised in the supply and maintenance of bulk material handling equipment for your packaging, palletising, material handling, and material flow needs. They are the exclusive agent for the following renowned companies : Beumer, M-tec, Wieland, Korfez, Gebr, Pfeiffer, Trioplast, and Zeppelin for Southern Africa.

Position Overview

We are seeking a highly organized, proactive, and efficient Personal Assistant (PA) to support our Director in their daily operations and professional activities. As a PA to the Director, the candidate will play a crucial role in managing their schedule, facilitating communication, coordinating meetings and travel arrangements, and providing general administrative support.

Package

R20 000 - R30 000

Responsibilities

Calendar and Schedule Management

• Efficiently manage the Director's calendar, schedule appointments, meetings, and events.
• Coordinate internal and external meetings, ensuring all necessary arrangements are made such as booking meeting rooms, arranging catering, and preparing necessary materials.
• Proactively manage conflicts and prioritize appointments based on the Director's preferences and business priorities.

Communication and Correspondence

• Screen and prioritize incoming calls, emails, and correspondence, handling them promptly and professionally.
• Draft and prepare emails, letters, memos, reports, and other documents on behalf of the Director.
• Maintain effective communication channels with internal and external stakeholders, responding to inquiries and requests in a timely manner.

Travel and Logistics Coordination

• Arrange domestic and international travel itineraries, including flights, accommodations, transportation, and visas as required.
• Prepare detailed travel plans, itineraries, and agendas, ensuring all necessary arrangements are made.
• Reconcile travel expenses and prepare expense reports for the Director.

Meeting Coordination and Support

• Coordinate and schedule meetings, including preparing agendas, collating relevant documents, and distributing materials to attendees in advance.
• Attend meetings, take accurate minutes, and distribute them to participants as necessary.
• Follow up on action items and deadlines resulting from meetings, ensuring timely completion.

Administrative Support

• Conduct research, compile data, and prepare presentations, reports, and briefing materials for the Director.
• Maintain and organize confidential files, records, and documents, ensuring easy retrieval when required.
• Assist in the preparation and coordination of special events, conferences, or company-wide activities as needed.

Relationship Management

• Build and maintain positive relationships with key stakeholders, clients, partners, and employees.
• Serve as a liaison between the Director and various internal and external parties, managing inquiries and requests.

Qualifications and Skills

• Proven experience as a Personal Assistant or Executive Assistant supporting senior-level executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, with a keen eye for detail and accuracy.
• Proficient in using office productivity software (e.g., Microsoft Office suite, email clients, calendar management tools, google adwords).
• Discretion and ability to handle confidential information with professionalism and integrity.
• Exceptional interpersonal skills, with the ability to interact and communicate effectively with individuals at all levels.
• Proactive and resourceful, with the ability to anticipate needs and take initiative.
• Ability to work under pressure, adapt to changing priorities, and meet deadlines.
• Excellent problem-solving skills and ability to exercise sound judgment.
• Ability to handle marketing activities and campaigns.

Note

This job description provides a general outline of responsibilities and qualifications and is not exhaustive. Other duties may be assigned as required by the Director or the organization.