Personal Assistant
Sasol Sandton, Gauteng
Job Description
- Provide a day-to-day operational personal assistant and secretarial/administration function and acts as the manager's first point of contact with people from both inside and outside the organisation.
- Coordinate business functions of the unit that include personnel administration, office coordination, contain cost according to budget.
- Ensure effective e-mail and diary management, administration management.
- Accountable for the effective utilisation and deployment of time and schedule.
- Plan, coordination of meetings and manage daily operations.
- Effectively manage diary/calendar.
- Ensure availability of key stakeholders and to coordinate critical meetings within the required timelines.
- Proactively anticipate and respond to diary clashes and resolves conflicts.
- Book meeting rooms and organise access and parking for visitors.
- Arrange catering and refreshments for agreed meetings.
- Receive visitors and telephone calls, take messages, schedule appointments for management staff and provide information to callers.
- Perform a full range of secretarial assignments, such as composing, typing routine letters/agenda, memoranda, reports and minutes of meetings.
- Project a professional company image through in-person and phone interaction.
- Prioritise/negotiate organizational needs regarding meetings, timeframes and deadlines.
- Attend meetings, takes minutes and meeting notes.
- Work independently to manage and plan projects and executes deliverables within timelines.
- Proofread prepared materials for correct grammar, format, completeness.
- Assist and manage time and ensures a high level of service is maintained.
- Plan and organise workload to resolve issues quickly and professionally, managing within changing set of priorities, needs to be flexible and adaptable.
- Prepare and maintain office records, reports and correspondence.
- Utilise, reconcile and manipulate data for management reports from different internal/ external sources.
- Apply an understanding of the information in order to extrapolate key data.
- Stores and file documents for easy future access, maintains hard copy and electronic filing system.
- Keep abreast of technological changes and masters new technology.
- Photocopy and prints documents as and when requested.
- Identify and schedules appropriate venue, travel and accommodation arrangements, locally and internationally.
- Manage logistics of all venue, travel and accommodation requirements.
- Make arrangements for passports, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required.
- Monitor budget/expenses, provide report and analyse trends.
- Control, order and maintain stationery, office supplies and equipment timeously.
- Provide recommendations/improvement opportunities in the administrative functions.
- Obtaining and oversee the appropriate use of office equipment, facilities, and materials needed.
- Adhere to all safety standards and procedures.
- Develop, maintain effective relationships with internal/ external customers through oral and written communications.
- Keep informed on industry developments.
- Adapt the content, style and medium of communication to ensure appropriateness and to maximize understanding and impact among a wide range of audiences.
- Assist other PAs on systems or processes.
- Effectively respond to internal stakeholder queries in a timely manner.
- Preparation of correspondence, receiving of visitors, arranging of conference calls and scheduling of meetings, including venues and required equipment.
- Timeous and accurate preparation of documentation and management of information.
- Quality evaluated and improved continuously.
- Information and documents maintained, stored and filed electronically for appropriate access.
- Effective office administration / management.
- Effective management of invoices and payment processes in respect of invoices processed for SVP and where necessary on behalf of the EVP Commercial & Legal.
- Compliance with prescribed document formatting guidelines and templates.
- Innovative work processes implemented and shared.
- Customer-service problems attended to and resolved effectively and efficiently.
- Professionalism demonstrated in all conduct including attitude and behaviours.
- Teamwork promoted and team effectiveness continually improved.
Requirements
- National Senior Certificate (Grade 12)/ Matric
- 3+ relevant years
- Proficiency in MS Office (including MS Outlook, MS Word, MS Excel, MS PowerPoint and Teams) at advanced level.
- Proficiency in applicable SAP transactions.