Receptionist - Personal Assistant

Fundi Con Pty; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A company in South Africa is seeking a Receptionist / Personal Assistant to provide administrative support, manage office activities, and assist senior management. The ideal candidate will have strong organizational and communication skills, proficiency in Microsoft Office Suite, and the ability to handle confidential information with discretion. Competitive and negotiable remuneration offered.

Qualifications

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and integrity.

Responsibilities

• Provide administrative and clerical support to ensure efficient operation of the office.
• Manage the Director's calendar and schedule meetings.
• Screen phone calls, emails, and inquiries.
• Organize and prepare materials for meetings.
• Handle sensitive and confidential information with discretion.

Skills

Organizational skills

Time management

Communication skills

Proficiency in Microsoft Office Suite

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Google Workspace

Job description

Introduction

The Receptionist / Personal Assistant provides administrative and clerical support to ensure efficient operation of the office.

This role serves as the first point of contact for visitors and clients, manages day-to-day office activities, and provides direct assistance to senior management or executives as required, as well as discretion, attention to detail, and exceptional communication skills to handle a wide range of confidential and time-sensitive matters.

Duties & Responsibilities

Key Responsibilities : Administrative Support

• Handle travel arrangements, including flights, accommodation, and itineraries and Manage the Director's calendar, schedule meetings, and coordinate appointments.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Maintain accurate filing systems (both digital and physical).
• Screen phone calls, emails, and inquiries; prioritize and redirect as appropriate.
• Perform Directors instructed personal administrative duties & personal errands.

Including but not limited to - Processing and maintaining Directors and Director's immediate family / ies medical aid / s including but not limited to claims submission, claims follow up, organizing doctor's appointments etc.- Processing and maintaining Directors' Insurance Policies including but not limited to vehicle insurance, house insurance, claims submissions, repair works quotations, claims follow up etc- Administration, procurement and monitoring of all the repairs and maintenance of the Directors' Vehicles including but not limited to booking for services / repairs, obtaining quotes for services / repairs, licensing / license renewals / registration of vehicles, purchasing / selling of vehicles, fines and paperwork's at vehicle licensing department, dealing with traffic department etc- Supervision, Coordination and Payment of including but not limited to the garden, plumbing, pest control, pool cleaning services, repair & maintenance etc..

Reception Duties

• Greet and welcome visitors in a professional and friendly manner.
• Answer, screen, and direct incoming phone calls and emails.
• Maintain a clean and organized reception area.
• Handle incoming and outgoing mail, packages, and deliveries.
• Manage visitor logs and ensure compliance with company security policies.

Meeting Coordination

• Organize and prepare materials for meetings, including agendas, reports, and presentations.
• Take minutes and ensure follow-up on action items.
• Liaise with internal and external stakeholders on behalf of the Director.

Project & Office Management

• Assist with planning and coordination of special projects or events.
• Conduct research and compile briefing materials or background information.
• Track deadlines and deliverables for the Director's projects and commitments.

Confidentiality & Communication

• Handle sensitive and confidential information with the utmost discretion.
• Maintain professional and courteous communication with all levels of staff, clients, and partners.
• Represent the Director in a professional manner in all interactions.

Desired Experience & Qualification

Qualifications & Experience

• Bachelor's degree (preferred) or equivalent experience.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and / or Google Workspace.
• High level of professionalism, discretion, and integrity.

Key Competencies

• Attention to detail and problem-solving ability.
• Strong interpersonal and relationship-building skills.
• Proactive, resourceful, and self-motivated.
• Ability to work independently and under pressure.
• Flexibility to adapt to changing priorities and schedules.

Package & Remuneration

Negotiable