Job Title: Personal Assistant
Company
Our client in Century City, Western Cape, is seeking a proactive and highly organized Personal Assistant to support the Chief Executive Officer (CEO). This role involves managing schedules, handling administrative duties, and providing general support to the Executive team and office. The ideal candidate will work collaboratively with all departments to coordinate and deliver on various projects, identify and close efficiency gaps, and ensure compliance with legal, financial, and company policies.
CEO Support
- Complete all business and personal requests for the CEO.
- Diary management.
- Travel, business, and personal arrangements, including domestic and international business travel and itineraries (visas, transfers, etc.).
- Assistance with board reports.
- Schedule and attend meetings on behalf of executives, taking notes, and recording minutes.
- Managing the day-to-day operations of the Chief Executive Officer.
- Organizing and maintaining files and records.
- Planning and scheduling meetings and appointments.
- Managing projects and conducting research.
- Handling sensitive information in a confidential and respectful manner.
- Arranging marketing material and campaigns.
- Assessing executives’ needs and requirements and formulating action plans to achieve them.
- Efficiently managing all important telephone calls: collecting and sorting mail, screening and initiating telephone calls; backup to reception.
- Coordinating and compiling the corporate calendar for all board, committee, and management meetings.
- Processing payments for all personal and business-related accounts.
- Arrangement of special events.
- Building a knowledge and understanding of the clients (external and internal) and their support staff to enable and facilitate excellent client service and interaction.
- Preparing and editing correspondence and reports.
- Preparing, collating, compiling, editing, and finalizing internal documentation.
- Preparing proposals, documents, presentations, and organograms.
- Supporting the EXCO members’ direct reporting line with administrative duties.
Strategy Support
- Create a strategy folder with each business unit strategy, including action lists and progress, and share transparently with all staff to view status and progress.
- Collaborate with MANCO to create a strategy implementation schedule for each business unit.
- Work with the CEO to engage with teams, set target dates, allocate resources, schedule, and track actions.
- Align strategies between business units with the company change management team and identify and address any gaps.
- In conjunction with MANCO, align strategies between the business units and identify and address any gaps in each strategy.
- Liaise regularly with Power Coaching to assist in strategy execution and ensure momentum.
- Coordinate quarterly strategy review meetings with all departments to review strategies. Ensure each team updates their changes within 48 hours and thereafter amend the company strategy document, distribute, and communicate the changes to the entire company.
Office Management
- Manage the daily operations of the office, including ordering supplies, scheduling appointments, and organizing company events and functions.
- Manage boardroom and meeting schedules.
- Answer phones and take messages.
- Greet visitors and provide customer service.
- Troubleshoot technical and office-related issues.
- Develop and maintain filing systems.
- Track and manage office expenses.
- Create and distribute documents and reports.
- Manage and coordinate all travel arrangements.
- Ensure health and safety compliance.
SharePoint & Critical Property Information
- Gather data from Property Managers where data is not currently held by the company.
- Ensure data accessibility, relevance, logical flow, and up-to-date status.
- Train users; ensuring compliance and integrity of information.
- Identify opportunities to utilize technology to improve access to information and implement the same.
Skills & Competencies
- Skilled and eloquent communicator (verbal and written).
- Strong writing and research skills.
- Ability to work under pressure and meet tight deadlines.
- Experience with conferencing and travel arrangements.
- Ability to multi-task, prioritize, and demonstrate flexibility in a fast-paced environment.
- Excellent time management skills, professional discretion, and highly developed people skills.
- Work well independently and with a team to solve problems.
- Serve as a friendly, hardworking, and punctual employee.
- Organize and prioritize work to complete assignments in a timely and efficient manner.
- Proficiency in full MS Office suite.
- Excellent PowerPoint presentation skills.
- Intermediate bookkeeping skills.
- A minimum of 5 years’ property-related experience.
Expected Salary
R25000 – R35000 per month
Location
Century City, Western Cape
Job Date
Wed, 18 Sep 2024 06:12:46 GMT
This position promises a dynamic role in a bustling environment, offering the opportunity to work closely with the executive team and make significant contributions to the organization’s strategic initiatives. If you are a motivated individual with strong organizational skills, dedication, and a passion for supporting high-level executives, this is the perfect role for you.
Tips on What To Include In CV
When crafting a CV for the Personal Assistant role supporting the CEO in Century City, Western Cape, include the following key sections:
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Contact Information: Full name, phone number, email, and LinkedIn profile.
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Professional Summary: A brief paragraph summarizing your PA experience, emphasizing expertise in supporting executives, managing schedules, administrative duties, and project coordination.
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Core Competencies: Highlight relevant skills such as eloquent communication (verbal and written), strong writing and research skills, ability to work under pressure, excellent time management, multitasking, MS Office proficiency, PowerPoint presentation skills, and intermediate bookkeeping.
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Professional Experience:
- Position Title
- Company Name, Location
- Dates of Employment
- Responsibilities: Detail specific duties in executive support (e.g., diary and travel management, handling board reports, meeting coordination, confidential information handling), office management (e.g., supply ordering, event organization, expense tracking, health and safety compliance), strategy support (e.g., creating and implementing strategy schedules, engaging with teams, coordinating strategy meetings), and data management using SharePoint.
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Education: Relevant degrees or certifications that support your candidacy for the role.
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Additional Skills: Specialized skills pertinent to the job, such as experience with conferencing and travel arrangements, project management, and training users on data systems.
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Work Philosophy/Soft Skills: Emphasize attributes like discretion, professionalism, team collaboration, problem-solving, and punctuality.
- Professional References: Provide contact details of previous employers who can vouch for your capabilities and character.
Tailor each section to align with the job description, substantiating your qualifications through specific experiences and examples.
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