Managing Director PA/ Secretary Job at Staffgrid – Durban, KwaZulu-Natal
Providing general administrative assistance to the MD.
Ensuring the MD’s diary (electronic and hardcopy) is optimally managed – diary conflict management
Manage administration and record keeping projects
Answering Directors Office phones. Manage voice mail, taking detailed messages and interfacing with external and internal clients and other stakeholders appropriately
Database with contacts, making sure telephone numbers and e-mail addresses and contact person is established and maintained.
Scheduling meetings for MD to meet with his direct reports and their teams at intervals as agreed.
Liaises with internal and external parties to coordinate various meetings.
Follow -up on all actions emanating from meetings.
Sends out reminders to Managers teams regarding deadlines for submission of weekly/monthly reports.
Monitoring and managing costs against budget. Handling basic bookkeeping tasks. Collate and preparing invoice payments.
Filing and retrieving corporate records, documents, and reports.
Helping prepare for meetings.
Ensures the MD’s presentation materials are professionally prepared and communicated to parties in advance, if necessary.
Accurately recording minutes from meetings.
Greeting visitors and deciding if they should be able to meet with MD
Schedule appointments – work and personal including travel, transport and catering etc
Maintain computer and manual filing systems Reading and analysing incoming memos, submissions, and distributing them as needed.
Performing office duties that include ordering supplies and managing a records database.
Managing of personal matters of Director
Opening, sorting, and distributing incoming emails, and other correspondence.
Candidate Minimum Requirements:
Matric + Tertiary qualification
3 – 5 years experience in a similar senior role providing support to executives in a fast-paced environment.
Demonstrate high level of professional work ethic and integrity.
In-depth understanding of entire MS Office suite.
Ability to organize a daily workload by priorities.
Highly organised with an extreme ability to multi-task
Must be able to meet deadlines in a fast-paced quickly changing environment
A proactive approach to problem-solving with strong decision-making skills.
Professional level verbal and written communications skills.
Ability to work effectively under pressure.
Strong communicator both verbally and in writing.
About the Company
Company: Staffgrid –
Company Location: Durban, KwaZulu-Natal