Personal Assistant I Mandeni
NPO based in the North Coast is looking for a Personal Assistant, that is flexible, efficient and very operational.
Ensuring that effective planning and administrative systems are in place, and maintained efficiently and effectively. To undertake any other appropriate duties as required to support the MD, to enable the MD to fulfil his/her role.
Location: Mandeni
Salary: R20 000 CTC per month I Provident fund + 13th cheque
Key responsibilities:
- To act as a first point of contact between the MD and the internal/external clients, dealing with correspondence and phone calls.
- To proactively manage and coordinate the diary/calendar of the MD, by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided, as needed.
- Plan and organise business travel and accommodation for the MD and management, when this is required
- Devise and maintain effective office filing and data storage systems, including emails and retrieval systems, ensuring the needs of the MD and NPO are met.
- To provide full personal assistant support to the MD, as already mentioned, by dealing with correspondence and calls, but also by drafting routine letters (such as thank you letters for donations received by NPO), to a high standard, minuting meetings, taking messages and other administrative tasks as required to support the MD.
- To provide support for Council meetings by ensuring such meetings are properly arranged and serviced.
- To service the weekly meetings of the Management Committee, by drafting and collating papers and reports, preparing agendas, taking accurate and comprehensive minutes, and following up on action points.
- To service othermeetings, such as monthly general Staff Meetings, quarterly SHE Representative/Health and Safety Meetings, Employment Equity and Training Committee Meetings, by drafting and collating papers and reports, preparing agendas, taking accurate and comprehensive minutes, and following up on action points.
- To assist the MD with HR matters, in accordance with the HR Policies and Procedures of BGCC, and to develop systems to monitor and record HR administrative processes. This includes, assisting the MD and other Departmental heads in preparing for, and then the minuting of disciplinary meetings with staff, formal disciplinary hearings, meetings with organised labour and other HR meetings.
- To assist in the planning and management of key organisational events such as the AGM, the Annual Staff Function/s, various Feast Days, strategy days, ad-hoc events, and other events or functions, as required.
- To assist with and coordinate the MD’s speaking engagements-
- Collating and filing expenses, plus fulfilling other financial tasks, such as completing order forms, managing the issue and reconciliation of petty cash, and the loading of payments on business banking.
Other Duties
- Develop skills and undertake responsibilities as appropriate, which will fulfil the purpose of the role and support the success of the NPO
- Ensure that his/her work is carried out in accordance with the NPOS values, code of conduct, policies and procedures.
- Participate and contribute to organisational/team meetings as required.
- Any other duties relevant to the needs of the NPO and as directed
Please note that only shortlisted candidates will be contacted.
Should you be interested in this position, please sumit your cv to kendall@proappoint.co.za
