Personal Assistant to CEO at Isisekelo Recruitment

Job Purpose: 

Support to the Managing Director and management in all company travel, locally and Internationally 

Duties & Responsibilities: 

• Organise and co-ordinate corporate travel arrangements & payments – domestic &     international: flights, car hire, accommodation, airport parking etc. 
• Reconcile and allocate costs of travel expenses charged to credit card. 
• Monthly checking of all car hire and accommodation reservations. 
• Compilation of VAT schedule for travel expenses charged to credit card. 
• Liaise with Avis annually to negotiate new rates & bi-monthly meetings to discuss            monthly usage and reports. 
• Preparation of necessary documentation for visa applications. 
• Preparation and checking of the MD’s personal expenses to submit for payment. 
• Arranging amendments MD’s short term insurance. 
• Submitting MD’s insurance claims for personal loss / damage. 
• Weekly checking of the MD’s mileage and compiling a monthly spread sheet. 
• Keeping monthly records of MD’s rates, electricity and water expenses. 
• Screening and managing of phone calls, enquiries and requests. 
• Meeting and greeting visitors when required. 
• Organising and maintaining diaries and making appointments. 
• General office duties such as organizing and maintaining files, keeping records and taking messages. 
• Dealing with incoming email, faxes and post, often corresponding on behalf of the MD when required or if appropriate. 
• Responding to invitations on behalf of the MD. 
• Maintaining concise records of all contacts. 
• Updating, typing of and distribution of weekly management meeting minutes. 
• Arranging meetings and ensuring the MD is prepared. 
• Liaising with clients, suppliers, organisations and other staff. 
• Arranging luncheons / catering when required for meetings and functions. 
• Making necessary arrangements for away Strat functions for Management staff. 
• Stocking of management lounge fridge with refreshments. 
• Undertake general word processing and excel work. 
• Arrange & manage bookings for staff to attend conferences and business functions. 

Educational Qualifications and Other Job Requirements The preferred requirements of a Personal Assistant are as follows: 

• Matric Exemption. 
• Diploma in Financial Accounting – not essential. 
• Diploma in Sectional Title Property Management – not essential. 
• Advanced-level skills in Word for Windows and an intermediate level knowledge of Microsoft Excel. 

Skills: 

• Ability to multitask. 
• Excellent organisational skills. 
• Excellent communication skills – both written and verbal in English and Afrikaans. 
• Computer literacy. 
• Exceptional secretarial skills. 
• High level of accuracy. 
• Diligence and conscientious. 
• Confidentiality. 
• Trustworthy and discrete. 
• Thoroughness. 
• Flexible and adaptable approach to work. 
• Proactive. 
• Ability to handle pressure. 
• Ability to use own initiative. 
• Very good interpersonal skills and communication. 
• Ability to prioritise tasks and delegate where necessary. 
• Strong planning skills.