Personal Assistant to GM

Matric and 5 years relevant experience
Admin / Secretarial Diploma is required

Minimum 5 years related experience and/or training; or equivalent combination of education and experience in office support, travel arrangements and secretarial duties
This individual manages the office and diary of the General Manager, makes travel, visa and forex arrangements for the entire division, liaises with staff, customers and business partners in a professional manner and where necessary attends to confidential matters.

Duties

• Screens telephone calls and handle queries
• Manages the principals diary and sets up meetings
• Prepares written correspondence on the principals behalf such as minutes, presentations, reports, letters, emails, agreement, guidelines, policies and procedures
• Arranges travel, accommodation, forex and visa requirements for divisional staff, customers, business partners and affiliates
• Liaises with hospitality and travel service providers in order to negotiate better pricing and service contracts
• Processes orders on the Baan system and ensure documentation is supplied to creditors for timeous payment
• Plans, organises and manages events
• Commissions work on the principals behalf
• Manages, reviews and improves filing and office systems
• Monitors and coordinates internal policies, procedures, guidelines and documentation and ensures upload on the SharePoint or distribution to the relevant parties
• Prepares reports on fuel and telephone usage
• Orders office equipment and stationery
• Monitors divisional leave documentation
• Monitors and updates organigrams for all departments within the division
• To perform this job successfully, the individual should have detailed knowledge of all Microsoft Office products such as Outlook, Word, Excel, PowerPoint, Visio and Publisher as well as knowledge of Baan and electronic travel and car hire booking programs supplied by service providers from time to time.