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17 Jan 2018

Personal Assistant

Hello Group – Posted by Admin Gauteng South Africa

Job Description

Company Name: Hello Group
Job Category: We Are The Creative Counsel (Marketing)
Job Location: Centurion South Africa
Job Reference: PA02

Requirements

  • Matric (non-negotiable)
  • Qualification in Executive Secretary / Business administration
  • 2 – 3 Years experience as a Pernal Assistant
  • Drivers license
  • Knowledge in MS Office applications 

Personal Attributes

  • Good communication skills
  • Ability to prioritize activities
  • Flexible
  • Pro-active and self-motivated

 

Duties & Responsibilities

Diary Management

  • Manage and schedule manager’s diary daily, weekly and monthly meetings and ensure that there no double bookings are made
  • Taking action points and writting minutes
  • Notify clients/employees of any delays or cancellation and/or re-scheduling of meetings
  • Assist with catering and provide refreshments if required
  • Ensure that all foreign conference calls/ Skype meetings are scheduled and conducted in the correct time zones
  • Ensure confidential documentation is filed away when the manager is not in the office
  • Assist with lunch when requested

Travel Management

  • Assits with the booking of flights, travel (vehicle) and accomodation arrangements
  • Collect, prepare and apply for VISA’ s and other travel related documentation
  • Ensure that all travel and related paperwork and arrangements are communicated to the manager before departure
  • Maintain filling systems that is easy to reference , including safekeeping of documentation

General Administration

  • Maintain a high level of confidentiality towards documentation
  • Ensure that the manager’s expenses are submitted to Payroll before the 25th of every month
  • Sourcing and ordering stationery and office systems 
  • Complete and submit documentation as requested by the manager
  • Complete private/personal tasks as requested by the manager on daily basis
  • Assist Manager’ s team in any other ad hoc / general administration related work
  • Ensure all preprations are made and necessary paperwork is printed before meetings
  • Assit clients / visitors with Access control and escort to applicable meeting room
  • Provide vistors/ clients or emplyees refreshments during meetings if required
  • Ensure that the office is kept tidy and cleared after every meeting

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