Assistant to Directors – Maternity Cover - Staff Solutions - Bloemfontein

Reference: E.L001882-AK-1a 5-month Maternity contract position is available for an Assistant to the Directors for our client in the FMCG industry in Port Elizabeth. Main Duties/Key Results Areas: High level of trust, integrity, privacy, and confidentiality. Diary management and coordination of Directors priorities ensuring smooth day-to-day engagements. Redirect issues that can be dealt with by others when the Managing Director is not available. Progress approvals/signatures where required. Professional handling of telephone calls and re-routing where required. Timeous arranging, coordinating, and recording (minute) of Managing Director’s meetings including Board Meetings. Organising catering when necessary, confirming dietary requirements with attendees. Ensure that relevant documentation for meetings is available to all attendees. Arranging teleconference/video conferences per Director requirements and liaising with IT dept for any challenges prior to the meeting. Handling Diaries, setting, and providing reminders for Directors. Assisting directors with any admin-related requests and administrative support such as filing, scanning and printing. Assisting with Event Management. Responsible for all correspondence that is given by the Managing Director after hours. Attend to any emergency administrative tasks after hours, as and when required. Manage and maintain executives’ schedules, including scheduling meetings, making appointments, and effective diary management. Scheduling meetings, compiling agendas, minutes and other meeting related documentation and circulate timeously prior to meetings. Taking of minutes, with appropriate record keeping and following up on action item lists. Follow up to ensure scheduled meetings take place and prioritize meetings to ensure there are no double bookings. Provide support to the Managing Director in respect of official matters and provide necessary assistance on personal or related matters. Provide support to other departments and team members as required. All and any other related tasks and duties as requested by the Employer. Soft Skills: Proficient in meeting deadlines while working under pressure. Excellent communication skills. Excellent administration and organisational skills, ability to multitask and good record-keeping ability. Duty of confidentiality and understanding of sharing entrusted information responsibly. Ability to switch gears at a moment's notice- understand urgency. Proactive, planning ahead, taking initiative. Problem-solving and decision making. Proactivity and self-direction. Strong interpersonal skills with the ability to work effectively with colleagues at all levels. Professional attitude and appearance. Handling clerical duties in a high-pressure environment. The role requires the strictest attention to detail and outstanding time management skills. Minimum qualification and experience: Matric. Advanced Excel skills. Proficient in the use of the MS Office Suite. National Diploma in Office Administration/ Management /Secretarial Certificate. 3 - 5 years’ experience in an Executive PA Role. Proficient in setting up and us of teams and zoom meetings. Valid driver’s license and own a reliable vehicle. Willing to work overtime as and when requested. Apply Now

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Assistant to Directors – Maternity Cover - Bloemfontein

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