PA

Hydepark. The role is responsible to provide personal administrative support to the CEO, Directors, and the executive team.

Competencies required for the role:

• Technology skills
• Ability to multitask and prioritize tasks
• Excellent time management skills
• Efficient
• Strong communication skills (both written and verbal)
• Well-developed organizational and planning skills
• Interpersonal skills
• Networking skills
• Administrative skills
• Attention to detail and accuracy
• Confidentiality
• Professional discretion
• Initiative
• Time management skills
• Minute taking skills
• Attention to detail
• Proactive

Role and responsibilities:

1. Travel

• Executive – arrange and prepare travel documents such as passports, visas, application forms, Covid19 forms, concierge services, forex, travel cash for tipping, online check-in, arrange greeters, peruse, and verify bank transactions.
• Arrange Visas and Info, complete applications
• Pay for trips, OTP’s Recons and Greeters, prepare cash, and make labels
• Staff bookings – arrange and prepare travel documents.
• Monitoring of flights, notifying relevant individuals of delays.
• Recons for all the travel mentioned above
• Booking Holidays, calling for quotes, asking for images and transfers, ensuring discounts are applied and also making sure that discounts are giving, meals are sorted or explain
• Convert currencies to rands and summarize costs
• Check Slips and Recons

2. Private Properties

1. Dubai

• Attend to monthly municipal payments
• Apartment Insurance (implement, manage and maintain policy)
• Vehicle Insurance (implement, manage and maintain policy)
• Maintain adequate filing system

2. London

• Payments (ensure that payments are made and request proof of payment)
• Maintain adequate filing system
• Apartment Insurance (implement, manage and maintain policy)
• Car Maintenance
• Apartment Inventory
• House helper

3. Personal

• Gym schedule and payments
• Check Hyde Park Recons
• Therapy appointments – Nails, Hair, Eyebrows, Facials, Massages, Reflexology
• Manage Meetings – Set Up is correct / Prjoector / I.T / Wifi issues
• Christmas List – corporate gifts, personal gifts, and monetary gifts (wrapping, issuing, control and purchasing).
• Control, buying and issuing of perfumes.
• Attend to the renewal of drivers’ licence, passports, ID’s
• Penny Cavaleros upgrade & subscription management.
• Order Phone accessories, need time for design and photo – personalized
• Maintain birthday, anniversary list
• Discovery Insurance – maintain adequate filing system, annual policy renewal oversee payment thereof
• Courier It / Fedex
• Still keep keys for all executive draws, fridges and whiskey cabinet

4. Miscellaneousp

• Answer and manage incoming and outgoing calls
• Monitor WhatsApp Groups
• Ensure all instructions on WhatsApp are carried out
• Send daily schedule to CEO which is to include Special Reminders i.e. Birthdays and appointments for the day
• Perform clerical duties to include but not limited to photocopying, faxing, laminating, binding, mailing, and filing
• Keep Adequate Filing
• Ensure Strong Room Safe Inventory is Updated
• Update Phone Contacts
• File and retrieve documents and reference materials
• Organising meetings and booking meeting rooms
• Preparing papers for meetings
• Meet and greet clients and visitors
• Conduct research on the internet
• Maintain an organized filing system of paper and electronic documents
• Maintain telephone databases
• Perform general clerical duties
• Control and issuing of vouchers (Norwood Mall and Village View)
• Jewellery and Handbag valuation lists (implement and maintain)
• Alcohol orders (house & office)
• Planning, organising, and managing personal events
• Organizing Snacks for executive meetings and events
• Opening files and labeling and capturing for index
• Cleaning Penny’s desk – paper and files
• Making folders for PC and AC
• Keeping Strong Room Tidy
• Sorting gifts for Wrapping/ Deliveries

Information Technology/General

• Fully responsible for all data management and IT integrations
• Programming phones
• Updating websites/intranet
• Assist staff with all IT related problems
• Logging tickets for IT problems and follow up thereof
• Maintenance and security of IT system
• Keeping track of service rendered by Service Provider
• Research, price, and purchase of all IT supplies
• Printer Maintenance

Electronic Stationery / Websites / Company Image & Brochures

• Fully responsible for all data management and IT integrations
• Programming/ updating info
• Vacancy schedule list distribution queries and forwarding
• Updated Images for Brochures and Website – Co-ordinate
• Meeting to update brochures
• Double check them
• Query issues with Website companies
• Check costs
• Printing – Print brochures and ensure all in order
• Process payments and invoicing
• Constant Monitoring and Security Breaches

Primary Objective

• Provide personal administrative support to the executive directors and executive team
• Duties include general clerical work
• Project a professional company image through in-person and phone interaction
• Work cooperatively with each other to work flexible and helpful to one another
• Reconciliation, checking of entries against bank statement and signing off payment slips pertaining to shopping done by Butler;
• Manage Tailor and payments
• Ordering of items for Directors online, doing recons, calling, and sourcing,
• Ordering Alcohol and updating stock list for private household of CEO
• Organizing of CEO’s closet
• Monitoring of camera access
• Sorting our Ipad and Phones

Personal Appointments