Personal Assistant to Director
Cape Town, South Africa
2d ago

The primary function of this role is to provide high-level administrative support to the Director. Although your time is allocated to the above-mentioned business leader, you will be called on from time to time to fill in or provide assistance to other support functions in the organization.


  • Diary management :
  • Managing and maintaining the Directors appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
  • Following up with team members on the information required for meetings and ensuring such information is ready prior to the start of the meetings
  • Ensuring that cyclical / recurring meetings take place.
  • Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
  • Screening of calls
  • Typing and meeting minutes
  • Assisting with the filing and management of electronic mailboxes.
  • Assisting with the setting up and administration of generic email responses.
  • Creation and maintenance of various administrative databases
  • Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.
  • Travel Management and arranging Forex
  • Overtime approvals and provide weekly reports on overtime.
  • Assist with stationery orders
  • Setting up boardrooms for skype / conference calls (when in-studio)
  • Preparation for client visits arrange lunch, meeting itinerary, house visits, etc.
  • Thorough knowledge of and compliance with all SAOTA procedures and standards.
  • Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
  • Support and assist staff with administrative tasks, as and when required
  • Occasional assistance with matters of a personal nature.

  • Assisting with oversight of and adherence to office policies and procedures
  • Creation and maintenance of deliverables, programmes and calendars
  • SACAP : manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.

  • Exceptional level of accuracy and attention to detail.
  • Discretion and confidentiality are essential to the role.
  • Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities
  • Excellent knowledge of the Microsoft Office Suite
  • Ability to remain calm, multitask and work under deadline-driven pressure.
  • Ability to build good relationships at all levels and the ability to work well in a team.
  • Minute taking and touch-typing skills
  • Excellent organizational skills
  • Able to manage sensitive and confidential information
  • Able to work without supervision, to use initiative and be proactive while working within a team
  • Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
  • There will occasionally be a requirement to work additional hours which may include weekends.
  • Able to demonstrate a high degree of professionalism
  • All Employees are required to have an uncapped 20Mbps (up / down) minimum Internet Connectivity line.
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