Main Duties/Key Results Areas:   High level of trust, integrity, privacy, and confidentiality. ...

JOB INDEX - 1 week ago - Job Mail

1 week ago

Assistant To Directors – Maternity Cover

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.

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