A dynamic and multifaceted Personal and Office Assistant is urgently needed in Sandton. The position offers the opportunity to assist in a wide range of administrative functions, including managing schedules, coordinating events, booking travel, and providing support in meetings.
This is a pivotal role for anyone looking to gain extensive experience in office operations, offering both professional growth and development in a fast-paced environment.
Key Responsibilities
1. Managing Executive’s Schedule
One of the core responsibilities of the Personal and Office Assistant will be maintaining the executive’s schedule. This includes planning and scheduling meetings, conferences, teleconferences, and travel arrangements. The ability to manage the executive’s time efficiently and make adjustments when necessary is essential.
2. Client and Customer Relations
The role involves greeting guests and customers, whether in person or on the telephone, and directing inquiries to the appropriate channels. As a first point of contact, the Personal and Office Assistant must maintain a professional and welcoming manner at all times.
3. Meeting and Event Coordination
The successful candidate will be responsible for preparing agendas, arranging venues, and ensuring smooth coordination for meetings. Additionally, they will compile and distribute minutes from meetings, ensuring all action items are accurately recorded and followed up on.
4. Office Inventory Management
Maintaining the office supplies inventory is another key responsibility. The assistant will monitor stock levels, anticipate needs, and place orders to ensure that supplies are always readily available. They will also evaluate new office products to improve operational efficiency.
5. Travel and Accommodation Arrangements
The Personal and Office Assistant will arrange travel and accommodation for office personnel, ensuring that all trips are organised according to the company’s requirements and budgetary guidelines. This includes booking flights, hotels, and transport services.
6. Office Maintenance and Repairs
Scheduling maintenance and repairs for the office will also fall under the assistant’s remit. Ensuring that the office is always in top condition is vital to maintaining a productive work environment.
7. Event Planning
The Personal and Office Assistant will coordinate company events and office celebrations, ensuring these special days are well-organised and run smoothly.
8. Courier and Delivery Services
The assistant will handle the sending and receiving of courier parcels, ensuring that all deliveries are processed efficiently and promptly.
9. Personal Support for CEO
In addition to office duties, the Personal and Office Assistant will manage personal appointments, family-related tasks, and events for the CEO, offering a personalised level of support.
Requirements
1. Core Competencies
To succeed in this role, candidates must possess:
- Strong communication skills: Both written and verbal communication should be clear, concise, and professional.
- Time management: The ability to juggle multiple tasks effectively and prioritise work in a high-pressure environment.
- Attention to detail: Every task, from scheduling to minute-taking, demands precision and care.
- Multitasking: A keen ability to handle diverse tasks simultaneously without sacrificing quality.
- Proficiency in office software: Familiarity with common office software is essential for managing schedules, preparing documents, and handling correspondence.
- Resourcefulness and initiative: The successful candidate should be proactive in identifying and solving problems.
2. Education and Experience
- Matric is essential, with a strong preference for candidates who have additional qualifications in administration or related fields.
- 2-3 years of experience in an office assistant or personal assistant role is required, with a demonstrated ability to handle various administrative functions.
3. Additional Requirements
- Own car: As the position requires flexibility, having a car is essential for travel-related duties.
How to Apply
To apply for this position, please submit your CV along with a cover letter detailing your experience and suitability for the role. Applications should be sent directly to the relevant recruitment contact or platform.
The role of Personal and Office Assistant in Sandton offers a rewarding opportunity for a dynamic individual looking to provide comprehensive support to an executive and help drive office operations.
With a variety of tasks ranging from schedule management to event coordination, this position promises both professional challenges and career growth. If you are organised, detail-oriented, and capable of multitasking, this role could be your next career step.
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