Personal Assistant and Administrator - Johannesburg
Virago Recruitment
Calendar Management: Maintain and organise the HOD’s calendars, including scheduling meetings, appointments, and conferences. Ensure that scheduling conflicts are minimized and that the executive is prepared for all engagements. Communication Management: Act as the primary point of contact for internal and external communication, and draft, review, and send communications out. Travel Coordination: Arrange travel plans and itineraries, including flights, accommodations, and transportation. Ensure that all aspects of travel are handled efficiently, and prepare comprehensive travel itineraries. Meeting Coordination: Organise and prepare for meetings, including coordinating logistics, preparing agendas, and distributing materials. Take minutes during meetings and follow up on action items. Document Preparation: Prepare and edit correspondence, communications, presentations, and other documents. Manage the flow of information to and from the executive office efficiently. File and Document Management: Organise and maintain physical and digital files, records, and documents to ensure easy access and retrieval as needed. Phone and Email Management: Answer phone calls, screen and direct inquiries, and take messages as necessary. Handle and prioritize incoming emails and other forms of communication, ensuring timely responses. Employee Onboarding and Offboarding: Manage the onboarding and offboarding process for employees, including preparing necessary paperwork, coordinating orientation sessions, and collecting relevant documentation. Assisting Finance: Collaborate with the finance department by contacting debtors for payment of their accounts and assisting with financial administrative tasks as required. Office Management: Oversee general office management tasks. Client Relations: Maintain positive client relations by sending birthday wishes to clients and ensuring their needs are addressed promptly and professionally. Exceptional Organizational Skills: Ability to manage multiple tasks and projects simultaneously with meticulous attention to detail. Strong Communication Skills: Excellent verbal and written communication abilities. Proficiency in drafting professional emails and documents. Discretion and Confidentiality: Demonstrated ability to handle confidential information with integrity and discretion. Adaptability: Flexibility to adapt to changing priorities and manage interruptions with minimal impact on productivity. Problem-Solving Skills: Proactive in identifying issues and resourceful in resolving them efficiently. Technical Proficiency: High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), email platforms, and calendar management tools. Familiarity with virtual meeting software (Zoom, Teams, etc.). Interpersonal Skills: Strong interpersonal skills, with the ability to build relationships with stakeholders, including staff, clients, and external partners. Proactive Mindset : Anticipates needs and acts without needing direct supervision. Takes initiative in improving processes and outcomes. Time Management: Expertise in prioritizing tasks and managing time effectively to meet deadlines. Between 5 - 7 Years
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