PERSONAL ASSISTANT, Market related, Cape Town

  • Date Listed 20/11/2014
  • Location

    Other, Cape Town

  • Advertised By Agency
  • Job Type Full-Time
  • Employment Equity EE/AA

The primary responsibility of this role is to provide the Chief Operating Officer and Chief Financial Officer  with professional and well organised administrative and secretarial support.  

Outline of main duties and responsibilities

  • To be the focal point of contact and liaison between the COO/CFO and internal and external contacts
  • To plan, organise and schedule a complex diary, managing time effectively
  • To present a professional image in dealings with both internal and external contacts, acting in a professional manner at all times
  • To manage office correspondence and to exercise initiative in responding to day to day mail and administration independently (including print/file emails and sending responses as drafted by the COO or CFO)
  • To manage the COO/CFO’s email account and to develop and maintain systems to ensure important emails reach the COO/CFO while others are filtered
  • To develop and maintain office and administrative systems (including electronic filing system)
  • To undertake general admin duties including recording the COO/CFO’s expenses, monitoring holiday requests from direct reports, maintaining a contacts database and telephone lists
  • To contribute to ad hoc projects and activities where necessary
  • To manage the constantly changing diary effectively and efficiently using own initiative
  • To organise and schedule meetings/conferences and the required rooms, equipment and hospitality
  • To ensure all relevant paperwork is available for meetings/conferences ahead of time
  • To coordinate business travel and accommodation arrangements as required
  • To respond to telephone, letter and email queries, resolving where possible or redirecting where necessary
  • Taking minutes of meetings and maintaining minute books and records for key business structures

.Skills and experience required

  • Proven secretarial and administration experience at Director or similar level with demonstrated experience of managing a complex and constantly changing diary
  • Proven strong organisational skills with the ability to use initiative to plan, prioritise and allocate a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities
  • Ability to demonstrate a high standard of accuracy and attention to detail
  • Ability to draft own correspondence
  • Sound appreciation of, or a willingness to learn about, the company and its management structures
  • Experience of maintaining administrative systems and of devising new systems or improvements to existing ones where appropriate
  • Experience of working as a key member of a team, able to take own initiative and work flexibly
  • Proven ability to communicate information effectively and confidently to a wide range of internal and external contacts and at a very senior level
  • Experience of dealing with highly confidential information with tact and sensitivity
  • Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook and Intranet/Internet systems and the ability to type at least 50 wpOce and seniority. In addition, the successful candidate will receive a competitive benefits package and be eligible to participate in the firm-wide discretionary bonus scheme.
  • Must be able to be flexible with working hours when required
  • Must come from a finan