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Personal Assistant / Committe Coordinator
Dymaxa RecruitmentRoodepoort, Gauteng, South Africa15 days ago
Job descriptionSchedule internal and external appointments for the General Secretary (CEO) as and when requested Ensure all appointments are captured on the electronic calendar Ensure boardrooms are booked out timeously and reflected on the electronic system Management of Internal and External meetings (rescheduling when necessary and providing relevant materials prior to the meeting, meeting packs) Constant on-time reminders for meetings to staff and stakeholders. Coordinate Client, Stakeholder meetings were necessary Ensuring the registration of all Designated Agents with the Labour Department Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings Send out reminders to staff to submit their information for meeting packs 5 days before the due date for sending out Draft letters and other documents as requested by the General Secretary (CEO) Handle courier and shipments of confidential documents from the General Secretary (CEO) Engage travel agents to ensure the best and most affordable means of travel is utilized Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO / General Secretary and all meeting delegates Order stationery for the CEO / General Secretary Order and provide refreshments for meetings, as requested Purchasing ad hoc items as and when necessary Always ensure sufficient office supplies Ensuring boardroom is booked for meetings, as required. Organise catering for company meetings and events, as required. Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO) Ensure General Secretary’s (CEO’s) office systems ae maintained and functional Ensure all filing of the General Secretary (CEO) is accurate and up to date Constantly and consistently update all employee and management files Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO) Full minute taking function and compilation of minutes for all committee meetings including Board meeting Timeous completion and distribution of minutes to relevant parties (within 5 days of the meeting being held) Preparation and distribution of all meeting packs, both manually and electronically Developing the annual calendar for Council meetings and internal operational meetings. Arranging of flights and accommodation, as required. Arrange all travel and accommodation for Council colleagues Perform a back-up function for logistical co-ordination and arrangements for travel for the General Secretary (CEO) Education : Grade 12 / Matric Experience : 5 years of related experience. Experience in an office environment and / or an administration diploma will be advantageous Experience and / or diploma in Minute taking Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled Must pay attention to detail Excellent typing skills with speed and accuracy Excellent minute taking skills Ability to enter data accurately and check and correct errors Ability to prioritize tasks according to importance in a fast-paced environment Multi-tasking capability without compromising on quality Must be proficient in handling office equipment including laptops, printers, photocopy machines, fax machines etc. Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint. Willingness to work after hours as may be required by the operation of the business.
REGION : ROODEPOORT
POSITION SUMMARY : Personal Assistant and Committee Coordinator
Provide full administrative and secretarial support at a senior level to the General Secretary (CEO) to ensure the smooth management of her day-to-day affairs, and the most effective use of her time. Manage sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the General Secretary’s (CEO) absence. Full minute-taking of all committee meetings within the Council including Board Meetings. Arranging of meetings and preparation of meeting packs. Arranging of flights and accommodation, as required.
Behavioural Competency
- Executive Secretarial / Personal Assistant experience – non-negotiable
- Experience and / or diploma in Minute taking
- Excellent command of the English language
- A stable track record
- Able to communicate effectively, both verbally and in writing
- Able to work independently
- High levels of motivation and enthusiasm
- Dependable and punctual
- Well-groomed and presentable always
Duties include the following, but not limited to :
Requirements :
Salary : R20 000 CTC
If you don’t hear from us within 3 weeks of your application, please consider your application unsuccessful.
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Coordinator • Roodepoort, Gauteng, South Africa
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