Personal Assistant urgently needed: APPLY HERE
Hyde Park, Gauteng
To provide personal assistant/secretarial support to the Head in the attainment of their objectives, by providing functional support in the areas of administration and other related duties to ensure that all matters are attended to. Project a professional company image through in-person and phone interaction.
Diary planning and Management
Proactively manage the diary of the executive(s) and scheduling of meetings as requested.
Review the diary requests with the executive on a daily basis to determine which meetings should be accepted, delegated or declined.
Track and monitor the acceptances and declines obtained from parties that have been invited to the meetings requested by the executive. Resolve attendance issues. Liaise with relevant parties to reschedule any meetings.
On a daily basis, print meeting documents and packs and provide them to the executive for their reference, or ensure that the packs are available in electronic format if the executive uses a mobile device (such as iPad).
Take minutes of meetings on request. Ensure that the minutes are approved by the meeting chair and distributed to the relevant parties within the agreed time period.
Arrange teleconferences and video conferences and liaise with internal service providers to obtain dial-in details.
Arrange refreshments for meetings on request from the executive.
Manage all travel arrangements including transfer, accommodation, and flights
Liaise with bank-approved travel agencies to obtain quotes and proposals for travel bookings for domestic, regional and international trips the executive is required to make.
Present the options to the executive for decision making.
Complete the bookings and follow up to ensure that all the items are correct.
Determine the visa requirements for regional or international trips and ensure that the executive has the right documentation and appointments to obtain visas in good time.
Adhere to the bank’s travel policy in relation to the class of travel and hotel accommodation.
Arrange transfers to and from airports to ensure minimum disruption to the executive’s schedule.
Ensure the executive is equipped with all relevant emergency numbers and contact numbers of hosts as well as accommodation and transfer companies.
Provide the executive with a detailed itinerary prior to each
Preferred Qualification and Experience:
Secretarial / Administrative Diploma would be an advantage
2 to 3 years Executive Assistant experience at the required level
Knowledge of all aspects of function planning and management
Knowledge of Microsoft Office (with excellent typing skills) and telephone protocol
Valid driver’s license would be an advantage
Interpersonal Relationship building
Uses appropriate interpersonal styles and communication methods to influence, build and /or initiate effective relationships with others (colleagues, stakeholders and customers); builds and maintain credibility with others
Completion and submission of travel expenses
Completion and submission of personal expenses
General documentation assistance which will include typing, scanning, filing, fax/photocopying and binding of presentations and documentation
Minute taking and follow up on actionable tasks
Executive summaries and newsletters
Preparing presentation & presentation material
Preparing documentation for meetings
Ad hoc duties
The Executive Assistant should familiarise herself with the supporting groups to assist with the following:
Information Technology enquiries
Organising and Planning
Organise and plan meetings and events
Taking initiative and being pro-active towards assisting with improved functioning of the team