Position: Personal Assistant
Location: Port Shepstone
Job purpose
We are seeking a highly organized and efficient Personal Assistant to provide comprehensive administrative support to the Sales Director and management team in a dynamic manufacturing industry. As a Personal Assistant, you will play a critical role in ensuring smooth operations and effective communication within the organization. Your exceptional multitasking abilities and attention to detail will contribute to the overall efficiency and productivity of the team.
Responsibilities
Administrative Support
- Provide day-to-day administrative assistance to the management team, including calendar management, scheduling meetings, travel arrangements, and handling correspondence
Meeting coordination
- Coordinate and schedule meetings, conferences, and appointments.
- Prepare agendas, take minutes, and distribute relevant documents.
- Ensure all necessary resources and materials are available for meetings
Communication Management
- Manage incoming calls, emails, and other forms of correspondence.
- Prioritize and respond to enquiries promptly, redirecting them to the appropriate team members when necessary.
- Maintain confidentiality of sensitive information
Document Preparation
- Assist in drafting, formatting, proofreading, and editing various documents such as reports, presentations, and memos.
- Ensure accuracy and adherence to company standards
Data Management
- Maintain and update company databases, records, and filing systems.
- Retrieve and organize information as needed.
- Manage confidential and sensitive data with utmost discretion
Travel arrangements
- Coordinate travel arrangements, including flights, accommodations, transportation, and visas.
- Prepare itineraries and provide necessary details to ensure smooth travel experiences for the management team
Event Coordination
- Assist in organizing company events, conferences, and seminars.
- Coordinate logistics, liaise with vendors, and ensure seamless execution
Relationship Management
- Build and maintain positive relationships with internal and external stakeholders, including clients, suppliers, and business partners.
- Act as a point of contact, facilitating communication and addressing inquiries as required
Special Projects
- Support the management team with ad-hoc projects and assignments.
- Conduct research, gather data, and prepare reports as requested
Education
- High School Diploma or equivalent; additional certifications or training in office administration is a plus
Experience
- Proven experience as a Personal Assistant or in a similar role, preferably within the manufacturing industry
- Previous experience with SAP
Skills
- Proficient in office software such as Microsoft Office Suite (Word, Excel, PowerPoint and Outlook),
- Excellent communication and presentation skills
- Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines
- Strong verbal and written communications skills with keen attention to details
- Discretion and confidentiality when handling sensitive information
- Proactive mindset with the ability to anticipate needs and take initiative
- Strong interpersonal skills and the ability to work effectively with individuals at all levels
- Flexibility and adaptability to handle changing priorities and work in a fast-paced environment
- Professional demeanor with the ability to represent the management team in a professional manner
Job Types: Full-time, Permanent
Salary: R12,000.00 - R14,000.00 per month
Ability to commute/relocate:
- Port Shepstone, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (Required)
Experience:
- MS Office and SAP: 3 years (Required)
