Personal Assistant

SUMMARY:
A Successful Dynamic Import and export company based in Cape Town CBD is looking for an energetic Personnel Assistant for one of their senior directors. Stable and growing company environment

POSITION INFO:
A Successful Dynamic Import and export company based in Cape Town CBD is looking for an energetic Personnel Assistant for one of their senior directors. Stable and growing company environment

OVERVIEW
To assist the senior director with any business, personal, and family matters. As well as assisting in the day-to-day running of the office.

ATTRIBUTES
Professional, reliable, trustworthy, attention to detail, proactive, approachable

SKILLS
Written and verbal communication skills, organizational planning, efficient time management, computer literate (Word, Excel,, Zoom/Teams)

GENERAL RESPONSIBILITIES, BUT NOT LIMITED TO:

• Prepare Director's office – blinds, water, coffee machine
• Call screening – answering calls
• Making sure paper is always in the printer
• Diary Management for appointments
• Organizing lunch for the Director & visitors when required
• Tea/coffee for Boardroom guests
• Running of Medical Aid – submitting claims, queries etc
• Booking all doctors'/dentists' appointments
• Updating car warranty policies
• Ad-hoc business letters to be typed
• Reconciliation of all Amex & Mastercard transactions
• Arranging Invoice & payment of overseas newspapers
• Dealing with Mazars re Tax forms & donations
• Arranging donations and payments
• Upgrades for mobile phones
• Arranging payment of household staff
• Assisting the Director's Wife, with any problems/issues
• Keeping records and payment of fines
• Keeping records and payment of expired licence discs
• Keeping a diary record of DRC visa expiry for the Family.
• DHL pick-up/collections
• Sorting out all general queries
• Reconciliation of the Standard Bank Corporate card and passing on to creditors for payment

• Booking flights, hotels, flights with Avios, upgrades, and overseas train tickets
• Arranging car hire when required
• Itinerary for each trip with all tickets & hotel bookings attached
• Organising Visas for overseas visits
• Organising a Visa for DRC
• Arranging airport transfers & payments
• Advising Amex & Mastercard of pending travel for the Director and his wife.
• Bidvest – arranging foreign exchange & appointments for dropping off
• Running of Bidvest International transactions as well as Amex, and updating the schedule

• Ordering of all stationery and making sure nothing runs out
• Ordering of toners and cartridges
• Ordering of all coffee/tea for the Director
• Ordering lunch for the office
• Flowers for the office
• Ordering of tea/coffee/sugar, etc for the kitchen
• Re-ordering/ re-placement of plates/mugs & all other kitchen items

• Arranging staff Xmas lunch & any other functions
• All queries relating to office equipment
• Ordering of new computer-related items
• Keeping a record of all leave/sick leave
• Compiling any monthly overtime of employees
• Arranging staff motivation gifts
• Reporting aircon problems to building managers
• Reporting all other issues to building management
• New staff – arranging new tags & New Employment forms, stationery, and general office equipment
• Birthday gift cards