Receptionist / Personal Assistant

University of Fort Hare; Johannesburg; On-site; ZAR 50 000 - 200 000; Full time

Job summary

An educational institution located in Johannesburg is seeking a Receptionist / Personal Assistant to provide administrative support. The ideal candidate will manage the Director's schedule, handle communications, and ensure efficient office operations. Requirements include strong organizational skills, a Bachelor's degree, and proficiency in Microsoft Office. This is a fantastic opportunity for a professional who thrives in a dynamic environment.

Qualifications

• Proven ability to manage multiple tasks effectively.
• Excellent written and verbal communication skills.
• High level of professionalism and integrity.

Responsibilities

• Manage the Director’s calendar and schedule meetings.
• Handle travel arrangements including flights and accommodations.
• Prepare and edit correspondence and documents.
• Greet and welcome visitors professionally.
• Organize and prepare materials for meetings.

Skills

Organizational skills

Time management

Interpersonal skills

Attention to detail

Problem-solving

Discretion

Education

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Google Workspace

Job description

Monthly Basic Salary (Market related, Negotiable)

Our client based in Fourways, Johannesburg is seeking a Receptionist / Personal Assistant to join their team. 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.

KEY RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

• Manage the Director’s calendar, schedule meetings, and coordinate appointments.
• Handle travel arrangements, including flights, accommodation, and itineraries.
• 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
• Coordination and Payment of including but not limited to the garden, plumbing, pest control, pool cleaning services, repair & maintenance etc... of the Directors' homes

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.

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.

PLEASE NOTE ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.