Personal Assistant/receptionist - Durban, South Africa - The HR Company

The HR Company

Verified Company

Durban, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Purpose of the job

To provide high level confidential support to the General Manager and Management Team by providing a full secretarial and administrative service
To provide an efficient and effective reception service
To perform routine office administration / clerical functions

Key Duties

Personal Assistant

Work in close cooperation with the General Manager and management team
Ensure all calls for the management team are correctly screened before being connected
Coordinate and manage calendars of the management team
Prepare agendas, minute taking and produces action lists during management meetings
Assists management with preparation for meeting packs and presentations
Drafting of routine letters on behalf of management to a high standard
Arrange various visits and travel arrangements as required by the management team
Arrangement of meetings in terms of preparation, timing and venue
Assists with arrangements of staff briefings, strategy days and other business focussed events
Assist managers with ad hoc administrative duties
Log support tickets for IT and similar on behalf of Management

Reception Duties

Interact with visitors and callers from all levels in a tactful and professional manner
Ensure visitors security passes are issued as required
Handle and screen all incoming calls via the switchboard and ensure enquiries are directed correctly in the most professional manner
Liaise with office service providers to ensure service standards are met e.g. courier services, stationary suppliers etc.
Ensure all office phone directories are kept uptodate
Ensure the company telephone switchboard system is functioning correctly

Administration / Clerical Duties

Organize, optimize and maintain the companys filing system to ensure uptodate, accurate availability of information
Ensure all office stationery stock level is optimum
Complete general office administration tasks as required
Attend to official company business travel expense queries

Skills knowledge and experience required:

Diploma/Degree in Personal Assistant/Office Administration related studies
5 years relevant PA experience
Professional and efficient approach and well presented
Able to effectively manage time
Able to generate reports accurately, excellent written and spoken communication skills; able to listen attentively and capture key points
Proactive and strategically minded
Maintains high level of confidentiality at all times
High level of availability
Ability to operate effectively under pressure and uncertainty
High degree of computer literacy (e.g., Microsoft Word, Excel and PowerPoint and Outlook)