Are you an experienced personal assistant with a strong background in office management and administrative tasks? Do you have a passion for human resources and are looking for an exciting career opportunity within a dynamic environment?
The position of Personal Assistant to Group Executive: Human Resources could be your next career move! Based in Auckland Park, this role provides an opportunity to be part of a leading team in the Group Human Resources Division, where you will directly support the Group Executive in managing the office’s day-to-day activities.
Personal Assistant Position Overview
- Reporting Line: This role reports directly to the Group Executive – Human Resources.
- Division: You will be part of the Group Human Resources Division, a critical component of the organization’s human capital strategy.
- Closing Date: Please note that the closing date for applications is 29 September 2024.
Key Responsibilities
As a Personal Assistant to the Group Executive, you will handle various office management tasks to ensure smooth and effective operations. Below are the major responsibilities tied to this role:
1. Office Management
- Establishing and maintaining good relations: Build strong working relationships with all staff, management, and key stakeholders.
- Diary management: Schedule and organize the Group Executive’s electronic diary, including meetings and events, ensuring that all engagements are properly coordinated.
- Managing changes and reminders: Monitor and handle changes to the Executive’s calendar, making sure that necessary adjustments are made promptly.
- Correspondence: Manage all correspondence requiring the Group Executive’s approval, ensuring it is administered in a timely manner.
- Resource coordination: Ensure that all office resources are functioning optimally and any necessary maintenance is carried out.
- Handling complaints and inquiries: Act as the first point of contact for client complaints and inquiries, ensuring they are effectively addressed.
- Procurement: Manage office supplies, including ordering stationery and consumables as required.
- Meetings coordination: Organize and coordinate meetings with internal and external stakeholders.
- Expense management: Oversee and manage all office-related expenses.
- Administrative and logistical support: Provide administrative and logistical assistance, ensuring that office functions run smoothly.
- Action follow-ups: Track actions and decisions made during meetings, ensuring that any outstanding items are resolved.
- Board and Exco packs: Ensure timely receipt and distribution of Board and Exco meeting documents.
- Call screening: Screen and manage calls to the Group Executive’s office, redirecting as needed.
2. Logistical Arrangements
- Processing of approvals: Handle the processing of documents and information systems that require approval.
- Special events and functions: Arrange and coordinate special events, functions, seminars, conferences, and workshops.
- Travel arrangements: Coordinate all logistical arrangements, including flights, accommodation, and car hire for the Group Executive.
3. Document Management
- Document preparation: Prepare and manage all office documentation, ensuring accuracy and timeliness.
- Filing system: Maintain an efficient filing system to ensure easy retrieval of information and proper record-keeping.
- Managing sensitive documents: Ensure that all sensitive documents and information are handled with confidentiality.
- Document tracking: Implement a follow-up and tracking system for documents processed within the office.
Minimum Requirements and Experience
To be considered for this role, candidates must meet the following requirements:
- Education: A National Diploma or Degree in Secretarial/Administration, Human Resources, or any other equivalent tertiary qualification (NQF Level 6/7).
- Experience: A minimum of five years of experience in a similar role as a secretary or administrator.
Desired Skills and Knowledge
To succeed in this role, you should possess the following:
- General knowledge of office administration and human resource functions.
- Computer literacy: Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint. Experience with SAP and internet tools is preferred but not mandatory.
- Creativity and innovation: Ability to bring new ideas to improve office management processes.
- Proactive attitude: Take initiative and be action-oriented in your daily tasks.
- Relationship management: Strong interpersonal skills to build and maintain effective relationships.
- Communication skills: Excellent written and verbal communication abilities.
- Attention to detail: High level of accuracy in handling correspondence and documents.
- Planning and organization: Ability to manage multiple tasks and prioritize efficiently.
How to Apply
Step 1: Review the Job Description
- Carefully read through the entire job listing to ensure you meet the minimum qualifications and have a good understanding of the job responsibilities.
- Take note of the closing date for applications: 29 September 2024.
Step 2: Create an Account (If Required)
- If this is your first time applying for a job through the company’s portal, you will likely need to create an account.
- Click on the “Sign Up” or “Create Account” button.
- Fill in your details, including your name, email address, and password. You may also need to provide contact details such as your phone number and address.
- Verify your email by clicking on the link sent to your inbox (if applicable).
Step 3: Complete the Online Application Form
- Login to your newly created account.
- Locate the application form for the Personal Assistant position and click on “Apply Now”.
- Fill in all the required fields such as your personal information, educational background, work experience, and skills.
Step 4: Upload Supporting Documents
Ensure you have the following documents ready before applying:
- Updated CV/Resume: Make sure your CV highlights relevant experience as a Personal Assistant, Secretary, or Administrator, and showcases skills like office management, diary management, and logistical coordination.
- Cover Letter: Write a tailored cover letter addressing your suitability for the position, emphasizing your qualifications, years of experience, and specific skills related to the job description.
- Qualifications: Upload a certified copy of your National Diploma or Degree (NQF6/7) in Secretarial/Administration, Human Resources, or an equivalent field.
- Any other certificates or letters of recommendation that can strengthen your application.
Tip: Building a Winning CV: Tips for Success in South African Government Jobs
Step 5: Review and Submit Your Application
- Once you have completed all sections of the application form and uploaded your documents, take a moment to review everything.
- Double-check that all details are correct, especially your contact information and attachments.
- Click on the “Submit” button to finalize your application.
Step 6: Confirmation of Submission
After submitting your application, you should receive an email confirming that your application has been successfully received. If you do not receive a confirmation email, check your spam/junk folder, or log back into your account to verify that your application is marked as “Submitted”.
Applying for the Personal Assistant to Group Executive: Human Resources position is an exciting opportunity for individuals looking to further their career in office management and human resources. By following the step-by-step guide, you can ensure that your online application is submitted smoothly and on time.
Remember to review the job description thoroughly, tailor your CV and cover letter to match the role, and submit all required documents before the deadline on 29 September 2024.
