Summary of Role

Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of day-to-day affairs and the most effective use of time. Handle sensitive and complex issues professionally and objectively. Take initiative as appropriate, especially in the Director’s absence.

Core Responsibilities

.Manage Director’s electronic diary, assessing the priority of appointments and reallocation as necessary.
.Manage Director’s travel arrangements (including visas/accommodation).
.Process the Director’s correspondence, ensuring that incoming correspondence is dealt
with by the Director/or on behalf of the Director, or other staff as appropriate.
.Maintain Director’s office-based systems, including data management and project coordination
.Maintain records of the Director’s contacts.
.Screen calls inquiries and requests, and deal with them when appropriate.
.Assist Director in researching and following up with action on matters... which fall within the Director’s responsibility – chasing responses, and triggering follow-up action.
.Produce documents, briefing papers, reports, and presentations for the Director.
.Organise meetings and ensure that Director is well prepared for those meetings,
preparing agendas, pre-meeting briefings, and meeting papers.
.Manage arrangements for Exco and Operational Director meetings, including production/distribution of agenda and papers.
.Assist/support the Director with project management outputs
.Meet and greet visitors at all levels of seniority.
.Supervise all incoming/outgoing mail.
.Any other duties as may reasonably be required by the Director.

Person Specification

.Educated to degree level or equivalent - advantageous.
.Experienced Personal Assistant at the senior management level.
.Experience with electronic diary management.
.Experience working in a high-paced environment, business process outsourcing experience - advantageous
.Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the company
.Ability to organize and plan own work.
.Excellent attention to detail, with the ability to maintain a high level of accuracy.
.A flexible, proactive approach to work including the ability to prioritize and re-prioritize.
.Ability to work on own initiative **
.Ability to deal with sensitive information with discretion and to maintain confidentiality.
.Excellent IT skills, including a working knowledge of presentation software packages,
preferably Microsoft Office Word, Excel, PowerPoint, Project Management suites, Sharepoint other
Durban South Africa

Salary Criteria