Job Summary
Company Description:
We are Sagen Advisory, a specialized recruitment company seeking a highly organized and detail-oriented Personal Assistant to join our client's professional team. Our client is an established property management company based in Cape Town and Johannesburg, with a multimillion-rand portfolio spanning commercial, industrial, retail, and residential properties. The company is dedicated to excellence in property management and maintenance.
Job Summary:
We are seeking a reliable and proactive Personal Assistant to provide administrative and secretarial support to the CEO and COO of our client's property management company. The ideal candidate is detail-oriented, can handle multiple tasks in a fast-paced environment, and is able to prioritize workload effectively. This is a fantastic opportunity for someone who can provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day-to-day affairs and the most effective use of her time. The candidate must be able to handle sensitive and complex issues in a professional and objective manner and be able to take initiative as appropriate especially in the Director’s absence.
The ideal candidate is mature and must have a strong personality. They must have a passion for property management and have previous PA experience at a senior level. An added benefit would be to have a background in working in law or the legal sector, and if you have experience with working with legal documents and contracts. Although a legal background is not a requirement, it will be an added benefit to the company.
Main Responsibilities:
- Manage and maintain the electronic diaries of the CEO and COO, assessing the priority of appointments and reallocation as necessary.
- Handle sensitive and complex issues in a professional and objective manner.
- Organize meetings, including preparing agendas, pre-meeting briefings, and meeting papers.
- Screen calls, inquiries, and requests, and deal with them appropriately.
- Manage travel arrangements for the CEO and COO, including visas and accommodation.
- Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, and triggering follow-up action.
- Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
- Assist/support Director, Development Manager & Communications Manager in arranging funding partners and other events.
- Process correspondence for the CEO and COO, ensuring that incoming correspondence is dealt with appropriately.
- Maintain office systems, including data management and filing.
- Maintain records of contacts for the CEO and COO.
- Assist with research and follow-up on matters that fall within the CEO and COO's responsibility.
- Produce documents, briefing papers, reports, and presentations for the CEO and COO.
- Supervise incoming and outgoing mail for the CEO and COO.
- Meet and greet visitors at all levels of
- Supervise all Trust incoming/outgoing
- Any other duties as may reasonably be required by the CEO and COO.
External Relationships:
- Contacts of the CEO and COO.
- Trustees.
- Funding partners.
- Legal professionals.
- Service providers.
- Conference facility, catering, and accommodation.
Person Specification:
- A degree or equivalent qualification.
- Previous experience working as a Personal Assistant to senior management.
- Strong experience in electronic diary management.
- Excellent communication skills with the ability to interact professionally with a wide range of contacts both internal and external to the company.
- Strong organizational skills with excellent attention to detail and the ability to maintain a high level of accuracy.
- A flexible and proactive approach to work with the ability to prioritize and re-prioritize workload as required.
- Ability to work on own initiative.
- Ability to deal with sensitive information with discretion and to maintain
- Experience with legal documents and contracts is highly desirable
- Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel, and PowerPoint.
Salary:
R18 000 – R25 000. Negotiable and experience related.