Responsibility : EXECUTIVE PA Provide administrative support to 2 x Directors and to ensure that all Secretarial / Administrative / Support requirements are met.
Supports the above to perform their responsibilities in an organised and timely fashion which is consistent with the operating practices of the business, the requirements of their roles and in doing so provides support to the relevant team within the organisation.
QUALIFICATIONS • Legal degree with 2 years experience or a certificate with 5 years experience • Expertise in drafting and vetting of contracts •
Excellent linguistic and written skills • Drafting of litigious documents • Fluent in English and Afrikaans •
Exposure to building contracts eg JBCC, NEC and MBSA Domestic agreements will be advantages • Internet and PC proficiency with advanced MS Word, Excel &
Outlook skills • Demonstrated experience with MS Word, MS Excel and related programs • Experience with diary and travel management •
Experience with conference calling facilities and internal telephone transfers • Effective communication skills, including the ability to effectively communicate requests and instructions to individuals and groups •
Commitment to, and enthusiasm for, client service and delivery • Possess flexibility and adaptability to manage changing work requirements and varying volumes of work •
Ability to work co-operatively and effectively within the team and the organisation • Ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work •
Possess a personal presentation that reflects a professional image and the values of the organisation MAIN ACTIVITIES OF THIS POSITION : •
Direct assistance and servicing any requirements of the Directors • Secretarial support for the Directors • Undertake general word processing and excel work •
Handling communications on behalf of the Directors including daily maintenance of digital diary, arranging / accepting meetings and telephone calls Maintain and manages diaries and meeting commitments •
Types meeting minutes as required • Transcribe dictation • Manage aspects of team meetings including venue set up, diary notices, documentation and materials •
Updates and prints marketing documents, design covers etc • Photocopying as required • Scanning of documents as required •
Ordering catering • Organise printing for office stationery and business cards Office management • Organise and co-
ordinate corporate travel and accommodation arrangements • Review and attend to emails • Exchange and obtain information for senior management and external clients and suppliers •
Maintain appropriate levels of office supplies, stationary, office equipment including printers and photocopiers and monitors maintenance issues •
Maintain confidentially and privacy at all times in respect of these and any other communications which are necessary and appropriate for the discharge of the role and responsibilities Preparation of reports and documentation management •
Prepares documentation for tender, Expression of Interest and project submissions • Draft routine letters or reports •
Organise and maintain correspondence and records, follows up on pending matters with some guidance The responsibilities include, but are not limited to the abovementioned.
KEY RELATIONSHIPS : Personnel (internal and external) Purpose & frequency Manager Daily – to fulfil responsibilities of the position for the effective operation of the organisation Managers and employees Daily –
to ensure execution of appropriate instructions, response to requests and maintenance of effective communications Stakeholders including clients and suppliers Daily –
to build and maintain relationships and ensure service delivery. SALARY : R10k – R18k