POSITION PURPOSE

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To ensure that the administrative burden placed on the ALG management team is alleviated through:

• Preparation and checking of documentation to be signed and approved
• Production of accurate minutes and follow-up on action items
• Diary management and coordination of meetings and creation of agendas
• Management of travel and accommodation requirements
• Direct liaison with stakeholders to finalise documentation and meeting arrangements
• Research of business-related topics, high-level analysis of results (using Excel or other software) and communication thereof to interested parties
• Liaison with service providers (e.g. advertising agency)
• Maintenance of website and social media pages

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EXPERIENCE

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• 4 - 5 years personal assistant experience
• Excellent Internet Explorer, MS Word, Excel and PowerPoint skills
• Project administration or management experience

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QUALIFICATIONS, PERSONALITY AND REQUIREMENTS

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• Matric, secretarial diploma, project management qualification or attended courses will be an advantage
• Must display a keen interest in business, and a quest for knowledge and experience will be an advantage
• Excellent communication skills and fluent in English and Afrikaans
• Strong organisational and time management skills, and ability to prioritise tasks
• Strong attention to detail, especially in respect of accuracy of data and ability to recognise relevant information
• Results-driven and action-orientated
• Integrity
• Self-motivated and proactive
• Comfortable engaging with at all levels of management
• Self-confident
• An aspiration to reach the highest level in their career
• Creative and innovative
• Professional and presentable
• Adaptive to changing circumstances and responsibilities
• Valid driver’s license and own transport

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JOB OUTPUTS

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Work planning:

• Administer ALG’s management activities
• Manage documentation (online and physical) and generate reports
• Process and distribute identified reports, communications and minutes of meetings
• Filing system in place
• Manage stationery supply
• Communicate and distribute internal documentation
• Organise and communicate travel arrangements
• Co-ordinate diary, venue and parking requirements
• Draft accurate business communications
• Perform clerical and administrative duties
• Coordinate events
• Manage call screening and email
• Co-ordinate meetings
• Perform research as directed and communicate results
• Accurate and precise spreadsheet-based data capture and data cleaning
• Create presentations in PowerPoint

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LEVEL OF WORK OUTPUTS

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Client service delivery and quality:

• Identify client service delivery constraints and escalate where required
• Maintain client service quality standards
• Issue and follow up of invoices

Work planning:

• Co-operate and work well with others in the pursuit of team goals
• Display understanding of relevant governance, legislation and/or regulation
• Meet targets, minimum standards and SLAs

Query / event resolution:

• Make suggestions towards improvement/s to query resolution procedure/s
• Close all queries
• Resolve queries according to procedural requirement and escalate where required
• Resolve all queries on time

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TERMS

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• Working hours: half-day, weekdays
• Compensation: TBC, commensurate with experience

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