Personal Assistant

SUMMARY:
Our client based in Ottery Cape Town specializes in the manufacture of packaging for the personal care, household, pharmaceutical, and food and beverage markets, focusing on bespoke solutions.
They supply the medium to large volumes & standards markets with a wide spectrum of offerings including mould manufacture and maintenance.

POSITION INFO:
Purpose of the Role:

A Personal Assistant will be part of the CEO's office which will include the SHERQ.
The person is essentially the secretarial support to the CEO, Board and committees, and EXCO members.
This includes maintaining the company diary, and the executive's daily activities, ensuring seamless operations and focus for the executive team, and maintaining confidentiality.


Role: Personal Assistant

Location: Ottery - Cape Town

Qualification:
Grade 12
Minimum tertiary qualification, with a postgraduate degree a preference.

Minimum 5 years of related experience, preferably within a medium-sized manufacturing entity.
Minimum 5 years’ experience as an assistant at Director level.

Competencies:
Knowledge

• Solid knowledge of Microsoft Office Suite
• Knowledge of office practice
• Imports processing

Skills

• Strong Administration Skills
• Well-developed leadership and junior management skills
• Excellent organizational skills
• Good verbal and written communication skills (English & Afrikaans)
• Ability to act decisively and urgently
• High level of emotional intelligence and interpersonal skills
• Ability to establish and develop well-aligned, supportive teams
• Suitably - developed computer literacy and skills
• Appropriate Business acumen and entrepreneurial aptitude
• Strong problem-solving skills
• Creativity
• Exceptional attention to detail
• High level of emotional intelligence and interpersonal skills
• Ability to establish and develop well-aligned, supportive teams
• Suitably - developed computer literacy and skills
• Appropriate Business acumen and entrepreneurial aptitude
• Strong problem-solving skills
• Creativity
• Exceptional attention to detail

Other Special Requirements

The role requires exceptional organizational, communication, and problem-solving skills, as well as the ability to maintain confidentiality and discretion.
The person needs to have professional authority, be able to be firm, set standards, have clear boundaries, and attract trust based on convictions and actions.
The person would need to have been exposed to various upskilling courses related to good admin, analytics, time management, and even legal and financial secretary knowledge.

Decision Making

Maintain standards, practices, policies, and procedures as defined.
Able to make good business–aligned judgment decisions at an operational level.

Accountability

Responsible for all activities linked to position as defined.
Ensures that a structure for escalation of responsibility is effective.
Responsible for the company credit card.

Communication:

Maintains the benchmark for transparent, responsive and open communications within the business and at all levels.
Ensures an e-mail response within 24 hrs.
Guidance telephonically to assist the teams when required within reason.
Good communication with management and subordinates.


Main Outputs and Responsibilities :
Administrative Support

Scheduling:
Manage the CEO’s, executives, and board calendar, coordinate meetings, and ensure timely notifications.
Correspondence:
Handle email, mail, and phone communications on behalf of the CEO and executive team.
Documentation:
Prepare, edit, and distribute documents, reports, and presentations. In this capacity, it needs to be professional with expertise in ISO document control principles.
Data Management:
Maintain accurate records, databases, and spreadsheets- aligned to SHERQ structures, board structures, and compliance principles. The skill here is a benchmark setting for the company and it needs to be firmly owned.

Operational Support:

Travel Arrangements:
Book flights, hotels, and rental cars, as well as prepare travel itineraries. - this will be a company-wide responsibility, cost-controlled, and approached with insight including negotiated arrangements with service providers.
Expense Management:
Process expense reports, reimbursements, and credit card statements for the executives, ad hoc exco projects, and Comco team.
Office Management:
Oversee office operations, including supplies, maintenance, and renovations. - will take overall responsibility for the admin block, any secretarial functions linked to this location, exco, board, and SHERQ.
Event Planning:
Coordinate events, meetings, and conferences, including logistics and catering- she will lead the " spirit" committee for an inclusive and engaged head-office team.

Strategic Support

Research:
Conduct research and provide data-driven insights to support CEO decision-making. - this requires experience in analytics, using Chat GPT, understanding good information, and a keen curiosity. Additionally, it requires common sense and a pragmatic mindset.
Project Management:
Assist with special projects, such as strategic planning, change management, or process improvement.
Stakeholder Engagement:
Facilitate communication between the CEO and stakeholders, including board members, investors, and customers, inclusive of minute-taking in S&E committee meetings, exco, and ad hoc company strategic meetings.
Reputation Management:
Monitor and maintain the CEO's, board member, and executive online presence and reputation. This includes reviewing the Bowler Fraud line event focus, SHERQ critical triggers, and Website(s) comments.

Confidentiality and Discretion

Maintain Confidentiality:
Handle sensitive and confidential information with discretion. - this is a critical attribute.

Protect the CEO's Time: Screen calls, emails, and visitors to ensure the CEO's time is used efficiently - experience, trust, insight, and leadership are required.

Other Responsibilities:

Special Tasks:
Perform other tasks as assigned by the CEO, such as preparing presentations or analysing data.
Team Collaboration:
Work closely with other executives, departments, and teams to ensure alignment and effective communication.
Continuous Learning:
Stay up to date with industry trends, best practices, and new technologies to support the CEO's needs.

Self-Development and Growth:
Realistic assessment of own strengths and development areas and undertake actions to address weaknesses.

The employee accepts that he/she may be required to carry out any other tasks as required by management based on operational requirements.

 

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