Personal Assistant at Omnia (Pty) LTD

About the position

Overview

Reporting to the Managing Director and Financial Director, the incumbent will be responsible to manage the office and diaries of the Executive Committee and ensure that all events are planned, coordinated and executed in accordance with BME standards. The incumbent will also be responsible for drafting presentations, taking minutes, managing communication and the flow thereof while maintaining the utmost integrity and confidentiality.

Qualifications

• Grade 12
• Relevant secretarial qualification advantageous

Experience

• A minimum of 5 years’ experience working with Board and Executive members
• 10 years’ demonstrated experience as a personal assistant working within a dynamic environment
• Experience with data analysis

Duties

• Participates in program management, which involves duties on a weekly, monthly, and ad hoc basis
• Organises and gathers information from various departments and meetings and reports that information, along with recommendations, to executive members
• Effectively and efficiently drafts and/ or collates minutes, information/data, reports, and presentations of strategic or operational level.
• Participates in meeting preparation and follow up by reviewing upcoming meetings for the week to ensure all information needed is received as well as sending out agendas or documents to meeting attendees as necessary.
• Reviews internal and external communications by drafting reports, speeches, or presentations
• Research, write, edit and/or coordinate preparation of special reports, briefings, and presentations.
• Monitors information flow by acting as a gatekeeper
• Ensuring the MD/FD involvement in a project or decision-making process at the right moment.
• Strategic and proactive management of Group Managers diary, mail, travel, meetings
• Management and coordination of a few simultaneous and ongoing projects and events
• Banking
• Travel Itinerary, Visa applications
• Creates and updates dashboards for reviewing key performance indicators
• Managing and planning of staff (driver)
• May be required to travel and work outside of standard business hours

  Team Support

• Providing ongoing administration of the Customer Service Improvement Action Plan
• Supplier account management and Monitoring (Vodacom, office supplies, Travel, Stationery, Fuel and Maintenance)
• Fuel and Maintenance management
• Petty cash Recons
• PO Management
• Facilities Management
• Staff Wellness and gifting
• Office Management
• Procurement of office items
• Assist Marketing
• Assist with communication to staff
• Assisting at Omnia Board Meeting and other high-level meeting for the Group

Job Competencies

• Ability to work strategically and collaboratively across departments
• Effective, versatile and action-oriented
• Excellent communication skills, inclusive of written English
• Ability to gather data, compile information, and prepare reports.
• Ability to perform complex tasks and to prioritize multiple projects.
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Analytical Thinking
• Organisational Awareness
• Business and Financial Acumen
• Excellent report writing and presentation preparation skills