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Imagine a world where people live healthier, more enhanced and protected lives… A world in which each organisation is a powerful influencer and responsible corporate citizen, committed to being a force for social good. As a leading innovator in healthcare, wellness, insurance, investments, financial and life planning, Discovery works ceaselessly to…
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Professional Assistant – Sandton
Principal Accountabilities
- Diary Management, including arranging and co-ordination of meetings.
Administration
- Filter and prioritise emails, to manage and improve response time/action and due dates.
- Manage general information, queries, phones calls and invitations and redirect as required.
- Endeavour to resolve queries directed to the executives, minimising the number and type of issues brought to their attention.
- Strong focus on dealing with escalated queries from clients, customers and stakeholders.
- Manage relevant administrative tasks pertinent to the executives including, but not limited to, preparation of meeting packs, including digital folder management. Coordinate & support meetings, including guest requirements such as tea/coffee etc.
- Record & document meeting minutes, collect feedback on matters arising from meeting attendees.
- Compile or edit Word/PowerPoint presentations within tight deadlines.
- Compile and update organograms for the portfolio.
Travel and Event Coordination
- Coordinate business travel, hotel accommodation and associated logistical support including transportation.
- Coordinate all internal and external meetings and events as required.
Payroll administration, Invoicing & Expenses
- Ensure all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
- Coordinate expenses on a monthly basis to ensure only relevant costs are allocated.
- Process and submit reimbursements for executives’ direct reports.
- Monthly compilation and submission of the recon for the corporate cards.
General
- Proactively work to build strong and effective working relationships within the executive’s office, with other PA’s and key stakeholders across group.
- Undertake ad-hoc projects and research as required.
- Day to day office management.
- High level contact with external stakeholders and clients.
- Maintain a database of all suppliers.
- Work overtime as and when required.
Critical aspects of the role include but are not limited to:
- Managing multiple responsibilities and interactions.
- Managing conflicting schedules and multiple deliverables.
- Managing relationships & networking with people across all levels within and outside the organisation.
Competencies
- Take initiative – by displaying organisational, time management and problem-solving skills.
- High levels of attention to detail.
- Delivering results and meeting stakeholder expectations.
- Presenting and communicating information consistently and timeously.
- Deciding and initiating action.
- Prioritising deadlines accordingly.
- Collaborating and networking with people.
- Writing and reporting.
Education and Experience
- Matric.
- A minimum of 5 years experience as a PA to Senior Manager/s or above.
- Intermediate to Advanced capability on Word, Excel, Powerpoint, MS exchange.
- Ability to work effectively on the full MS Office package.
- Strong written and verbal communication skills.
- Advantageous (secretarial diploma, PA to an executive/s, internal Discovery experience).
Method of Application
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