Personal Assistant - Johannesburg, South Africa - FirstRand

FirstRand

Verified Company

Johannesburg, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Job Description

To provide a comprehensive and effective secretarial support role to the relevant managers and teams

Stakeholder relationship management

Build and maintain professional working relationships with all stakeholders, displaying excellent abilities to initiate dialogue, listen, advise, influence and negotiate to achieve winwin outcomes
Initiate meetings with key stakeholders to track progress, manage expectations and ensure stakeholders' requirements are delivered
Preserves relationships despite airing conflicting views and seeks mutual gains when addressing conflicts
Anticipates consequences and adapts problem solving based on continual feedback
Act speedily to resolve problems, queries and complaints
Adapt communication styles to meet the needs of different audiences

Diary management and coordination

Schedule appointments for immediate managers and teams, ensure there are no diary clashes and that everyone knows where they need to be and when
Coordinate refreshments, lunches, etc. for manager(s), teams, clients, workshops and events
Plan ahead to schedule recurring events
Maintain confidentiality
Demonstrate assertiveness when necessary when prioritizing demands, recognizing when situations require flexibility and sensitive handling
Coordinate clientfacing functions
Coordinate staff functions

Travel coordination

Coordinate all local and international travel arrangements for staff
Plan ahead and ensure that Visas. Flights and accommodation are booked well in advance
Assist the team in obtaining the relevant vaccinations and medications from the travel clinic when required
Demonstrate assertiveness when necessary when prioritizing demands, recognizing when situations require flexibility and sensitive handling

Secretarial support

Provide comprehensive secretarial services to manager(s) and team, including logging fault calls, printing, scanning, typing, graphic presentations and filing
Draw up agendas and ensure they are effectively distributed
Prepare and distribute relevant documentation
Ensure all communications are clear, concise, complete, free of errors and delivered on time
As per the updated distribution list, ensure relevant people receive management information within agreed deadlines
Ensure files are kept in order and easily accessible
Manage the team's generic presentation and bios and ensure that they are kept updated

Office administration

Support and assist business as required, for example
Assisting the finance department with the processing of invoices and credit card expense claims
Assisting with verification and authorisation of invoices
Coordinating ordering of stationery, coffee, water, paper for the photocopies, newspaper subscriptions, etc
Coordinating ordering refreshments for meetings
Routing / escalating/resolving queries as required
Assist Human Capital with the loading of mobile and data requirements for new employees

Management of ad hoc requests and projects