Vacancies In South Africa

PERSONAL ASSISTANT

PERSONAL ASSISTANT

Details

Closing Date2022/01/10
Reference NumberHOL211202-1
Job TitlePersonal Assistant
Business UnitCEO Office
DepartmentManagement
Job Type ClassificationPermanent
Reporting ToChief Marketing Officer
Number of Positions1
Location – Town / CityJohannesburg
Location – ProvinceGauteng
Location – CountrySouth Africa
Job Advert SummaryHello… an exciting new opportunity has just become available in our Hollard Centre – Group Brand & Customer area. We are looking to recruit a Personal Assistant. To provide an efficient
PA support to Hollard CMO and Group Marketing and Corporate Affairs Management Team to ensure effective stakeholder and customer satisfaction. Responsible for all administrative tasks assigned, within the set standards required by the Division, while enhancing the image of the company through the continuous delivery of excellent customer service.
Role Responsibilities: Communicate effectively with external and internal stakeholders
Deal effectively with telephone calls – screening calls and responding where appropriate
Queries, requests and complaints are screened and responded to or timeously referred to relevant executive or manager where appropriate
Ensure necessary stationery requirements of executive/manager(s) are met Devise and maintain office filing systems to deal efficiently with paper flow
Organise and store paperwork and electronic documents appropriately
Efficiently attend to general office administration and secretarial duties e.g. typing, filing, taking minutes and general administration responsibilities
Manage diaries and ensure that appointments are communicated and confirmed with relevant parties
Arrange travel and accommodation efficiently for all the managers
Process travel and expenses claims on the Fraxion system & payment requisitions if applicable
Ensure that required documents, briefing papers, reports and presentations are timeously prepared or available for the executive in preparation for meetings
Prepare and distribute all documentation according to company standards e.g. reports, packs, agendas, minutes and lists
Ensure all confidential documents, reports and information is handled appropriately
Organise internal and external meetings, team building, breakfasts and lunches – arrange venues and catering, Attend to meetings and functions administrative requirements, such as venues, refreshments, access authorisations, agendas, minute taking and equipment requirements
Provide general assistance during presentations, workshops and meetings. Assist in fielding, monitor and report on complaints to ensure customer satisfaction
TCF: Ensure customers are treated fairly.
Employee Growth: Take responsibility for your own career growth and have regular discussions with the relevant role players.
Be an internal liaison office for the Group Marketing Team
Required Knowledge and ExperienceMinimum 5 years’ secretarial experience 3yrs similar role in Marketing Department and or Marketing Agency Organization skills: Well-organized, able to handle a number of different tasks simultaneously
Decision-making: Analytically evaluating information in a systematic manner to solve problems and make effective decisions.
Team work: Co-operates and works well with others in the pursuit of team goals; shares information; supports others Client orientation: Identifies and addresses the needs of internal and/or external clients appropriately and speedily Interpersonal impact: Builds trusting relationships between individuals and teams through open and honest communication
Work & self-management: Displays energy, drive and initiative to achieve personal and/or team objectives. Manages & completes agreed tasks, on time, to required standard and overcoming obstacles
Communication skills: Ability to communicate effectively in verbal and written forms
Other: – Excellent knowledge of MS Office -including
Word, Excel, Outlook Diary management & PowerPoint Superb accuracy in the capturing of data
Excellent typing skills
Detail orientated Strong ability to prioritize
Self-management skills (can organize work, space, time)
Demonstrate common sense, self-motivation and discipline
Well-presented / representative of Hollard’s image
Visibly demonstrate the Hollard Way Visibly assisting
Hollard being the best business insurer
Educational RequirementsMatric & relevant Certificate or Diploma in Secretarial field Proficient in MS Office and relevant software programmes

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