Personal Assistant wanted urgently: APPLY NOW
Johannesburg, Gauteng
The vacancy is at Retail Marketing Services (RMS), as the associate business of Smollan. RMS operates in the Massmart Group, with dedicated teams specializing in Makro, Game and Mass Build.
Job Summary:
Support the manager by planning, streamlining and auctioning tasks, thereby enabling management to focus on core business functions.
Key Responsibilities and Deliverables:
Effective diary management
Liaise closely with internal and external clients
Know and understand internal and external organizational and departmental structures to facilitate achieving results
Draft necessary correspondence where required
With a minimum of information, anticipate priorities and schedule accordingly
Put reminders into manager’s diary of deadlines to be met and correspond accordingly
Prioritize appointments and make adjustments if required and inform relevant parties timeously
Invite and confirm attendance of invitees to meetings and confirm manager’s attendance to meetings
Co-ordinate conference calls and ensure all links are in place and working order
Book meeting venues
Prepare agendas and ensure they are effectively distributed when necessary
Take minutes where required
Ensure manager is timeously provided with necessary information to be well prepared for the meeting
Plan ahead in scheduling recurring events
Co-ordinate meetings/events within budget
Demonstrate assertiveness when necessary when prioritizing demands
Effective office administration
When required, liaise with relevant parties regarding infrastructure requirements and changes
Ensure refreshments are timeously provided (e.g. freshwater; coffee, lunch, etc.)
Ensure files are kept in order and are easily accessible to authorized personnel
Source, collate and create documents to the required standards within defined time-frames
Screen incoming calls and check e-mails when required/requested and either channel to appropriate parties OR personally action
Remind management regarding deadlines for the generation of reports, when necessary
Assist manager with reports as requested and attend to any necessary adjustments to documents, ensuring professionalism and that branding requirement are maintained
Perform any reasonable Adhoc duties as required within the department
Maintain documentation on Corporate Memory
Follow up compliance audits and implement schedules annually to ensure business units are aware of upcoming audits
Constantly make recommendations to streamline workflow and processes
Check contracts where necessary
Provide administrative support to the Pension Fund
Effective collation of management information/ documentation
Plan ahead and communicate appropriately to ensure deadlines are met
Collate management information and reports, paying particular attention to quality aspects
Ensure copies of reports are made and distributed timeously to the relevant parties, as and when required
Draft customized documentation and forward to relevant party for review, highlighting where conflicts are identified
Track legal billings and forward to relevant stakeholders for authorization
Ensure correct copies and versions of contracts are distributed to relevant stakeholders timeously
Collate monthly/quarterly reports and submit to the relevant manager
Attend to and ensure resolution of queries
Effective teamwork and self-management
Demonstrate flexibility and openness to change
Take ownership and accountability for tasks and activities and demonstrate effective self-management
Maintain a positive attitude and respond openly to feedback
Manage colleagues and client’s expectations and communicate appropriately
Manage own disruptive emotions (handle stress in ways that do not negatively impact others)
Minimum Experience: 4 Years Executive PA experience at Senior Management Level (FMCG or legal experience beneficial)
Knowledge, Skills & Abilities:
Exceptional written and oral communication skills
Emotional Maturity
Assertiveness
Excellent word processing, including knowledge of a range of software packages
Ability to work under pressure and to tight deadlines
Good organizational and time management skills
Excellent interpersonal skills
Honesty and reliability
Attention to detail. Apply Now
Source: ijobs
