Overview
Personal Assistant Jobs in Cape Town, Western Cape, South Africa at Cipla Africa
Title: Personal Assistant
Company: Cipla Africa
Location: Cape Town, Western Cape, South Africa
Job Purpose
To perform timely, accurate and professional Administrative and Secretarial functions for the Head of Supply Chain – One Africa by organising meetings, functions, booking of travel, throughout the various Cipla offices in One Africa and global team and where required.
Key Accountabilities
- Travel Arrangements:
- Arrange travel – flights, visas, transfers
- Issuing of all travel documentation and itinerary prior to departure
- Arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Meetings and Functions:
- Meeting and greeting visitors at all levels of seniority
- Organising meetings and ensuring the Director is well prepared for meetings
- Compiling of agendas
- Collating the meeting packs which are circulated before meetings
- Minute taking
- Arrange refreshments and IT equipment for meetings
- Minutes to be completed timeously with the final draft after the meeting.
- Obtain quotes and arrange special events for the Supply Chain (where required).
- L iaise with events team and wellness teams for CDG events.
- Diary Management:
- Ensure busy diary commitments, papers and travel arrangements are managed effectively.
- Discuss diary and upcoming engagements, invitations and other requests.
- Organising and maintaining diaries and making appointments.
- Liaise with internal and external delegates.
- Booking venues for the meetings.
- Responsible for refreshments when required during the meetings.
- Administrative:
- Filter general information, queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
- Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
- Compiling documents, briefing papers, reports and presentations
- Liaising with clients, suppliers and other staff.
- To effectively manage the day to day running of the office of the Director
- Submission of Expense Claims for the team.
- Prioritises conflicting needs; handles matter expeditiously, proactively
- Interface with other PA's and Reception and communicating relevant info to senior managers via PA's
- Filing of all documentation and information.
- Keep record of invoices received and liaise with Finance to arrange payment and follow up and give feedback to relevant parties.
Skills And Knowledge
- Grade 12 Matric Equivalent
- Secretarial Diploma Certificate
Relevant Experience
- Minimum 5 years proven experience in a Senior and Corporate PA role
- Take minutes at meetings, either shorthand or typing
- Must have worked on Ms Office: Outlook, PowerPoint, Word, Excel
- Portray a professional image
- Knowledge of all facets of local and international travel arrangements
- Good understanding of customer service
Skills
- Effective communication skills
- Sound organisational and planning skills
- Using Initiative
- Able to solve problems and use initiative to deal with situations
- Effectively manage multiple demands and tasks
- Accurately check detail of processes and tasks to ensure that it is of a high standard
- Ability to maintain a high degree of loyalty, integrity and discretion
- Confidentiality is essential
- Proactive, can-do attitude, Team Player