Job Description

Role Overview

• This role performs secretarial duties for the Sales and Distribution Executive

Key Result Areas

• Diary Management
• Assists with personal tasks for the Executive.
• Manages queries on behalf of the Executive and performs delegated tasks.
• Set up meetings and meeting related tasks such as setting up equipment, preparing agendas, minute taking, distribution of minutes and formatting presentations.
• Ensures Executive is equipped with necessary documentation to proceed with meetings.
• Responsible for events management (year-end functions, team builds, conferences etc.).
• Responsible for all travel arrangements
• Responsible for account management and payments
• May assist the teams of these Executives
• Use of AI (Copilot) will be advantageous

Skills, Qualifications and Experience required: 

• Matric +
• Secretarial qualification preferred
• 3-5 years Executive PA experience 
• Proficient in MS Office (Excel,Powerpoint), Organizing Meetings, Diary Management, Minute Taking, Event Management
• Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Responsibilities

• Administration
• Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
• Business Meetings/Events Arrangement
• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Correspondence
• Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.
• Document Preparation
• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Work Scheduling and Allocation
• Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Data Collection and Analysis
• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Insights and Reporting
• Extract and combine data to generate standard reports.
• Budgeting
• Monitor and analyze data using budgeting systems and protocols.
• Personal Capability Building
• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Operational Compliance
• Develop working knowledge of the organization’s policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
• Procurement
• Support others by carrying out simple procurement tasks. Involves following established procedures.

Skills

• Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Executing Plans, Financial Acumen, Management Reporting, Numerical Aptitude, Oral Communications, Report Review

Competencies

• Directs Work
• Drives Results
• Ensures Accountability
• Manages Complexity
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

Education

• NQF Level 4 – Grade 12, School leaving Certificate,  National or Occupational Certificate or equivalent