Personal Assistant/minute Taker - Roodepoort, South Africa - Dymaxa Recruitment

Dymaxa Recruitment

Verified Company

Roodepoort, South Africa

2 days ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

REGION:
ROODEPOORT

Personal Assistant and Minute Taker

Provide full administrative and secretarial support at a senior level to the General Secretary (CEO) to ensure the smooth management of her day-to-day affairs, and the most effective use of her time.

Manage sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the General Secretary's (CEO) absence. Full minute-taking of all committee meetings within the Council including Board Meetings. Arranging of meetings and preparation of meeting packs. Arranging of flights and accommodation, as required.

Behavioural Competency

Executive Secretarial/Personal Assistant experience nonnegotiable
Experience and/or diploma in Minute taking
Excellent command of the English language
A stable track record
Able to communicate effectively, both verbally and in writing
Able to work independently
High levels of motivation and enthusiasm
Dependable and punctual
Wellgroomed and presentable always

Duties include the following, but not limited to:

Schedule internal and external appointments for the General Secretary (CEO) as and when requested
Ensure all appointments are captured on the electronic calendar
Ensure boardrooms are booked out timeously and reflected on the electronic system
Management of Internal and External meetings (rescheduling when necessary and providing relevant materials prior to the meeting, meeting packs)
Constant ontime reminders for meetings to staff and stakeholders.
Coordinate Client, Stakeholder meetings were necessary
Ensuring the registration of all Designated Agents with the Labour Department
Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings
Send out reminders to staff to submit their information for meeting packs 5 days before the due date for sending out
Draft letters and other documents as requested by the General Secretary (CEO)
Handle courier and shipments of confidential documents from the General Secretary (CEO)
Engage travel agents to ensure the best and most affordable means of travel is utilized
Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO / General Secretary and all meeting delegates
Order stationery for the CEO / General Secretary
Order and provide refreshments for meetings, as requested
Purchasing ad hoc items as and when necessary
Always ensure sufficient office supplies
Ensuring boardroom is booked for meetings, as required.
Organise catering for company meetings and events, as required.
Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO)
Ensure General Secretary's (CEO's) office systems ae maintained and functional
Ensure all filing of the General Secretary (CEO) is accurate and up to date
Constantly and consistently update all employee and management files
Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO)
Full minute taking function and compilation of minutes for all committee meetings including Board meeting
Timeous completion and distribution of minutes to relevant parties (within 5 days of the meeting being held)
Preparation and distribution of all meeting packs, both manually and electronically
Developing the annual calendar for Council meetings and internal operational meetings.
Arranging of flights and accommodation, as required.
Arrange all travel and accommodation for Council colleagues
Perform a backup function for logístical coordination and arrangements for travel for the General Secretary (CEO)

Requirements:

Education: Grade 12 / Matric
Experience: 4 years of related experience. Experience in an office environment and / or an administration diploma will be advantageous
Experience and/or diploma in Minute taking
Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled
Must pay attention to detail
Excellent typing skills with speed and accuracy
Excellent minute taking skills
Ability to enter data accurately and check and correct errors
Ability to prioritize tasks according to importance in a fastpaced environment
Multitasking capability without compromising on quality
Must be proficient in handling office equipment including laptops, printers, photocopy machines, fax machines etc.
Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint.
Willingness to work after hours as may be required by the operation of the business.