PA - ADV0110
Code/Reference:
ADV0110
Applications accepted until:
2017-01-24
Number of Openings
1

Location:

Sandton

Job Purpose:

The PA assists the Director in his daily duties by managing his diary, calls, typing, travel arrangements, following up on reports and also assists in personal chores.

Key Performance Areas:

Stationery:

  • Takes inventory of stationery in division
  • Tracks movement of stationery in division
  • Takes stationery orders for division at month end
  • Gets quotes, authorisation and places orders

Secretarial Functions:

  • Takes telephone messages, queries and makes calls for the Properties Executive
  • Maintains electronic diary, task reminders and follows up on such
  • Does filing, both electronic and paper filing.
  • Does typing of quarantees, general correspondence, completes agreements
  • Arranges meetings, both internal and external
  • Makes travel arrangements for Senior Managers
  • Assisting in preparing EXCO reports, board reports to ensure documents are delivered timeously
  • Arrangement of  presentations and typing, setting up documents
  • Takes minutes of various meetings, ensuring that presentations are prepared in a professional manner.
  • Assist in putting together procecures, policies, systems and documents for Property Division.
  • Typing of formal documents, letters, EXCO and Board reports is essential

Administration:

  • Loads all signed leases on SharePoint
  • Keeps and updates a lease schedule of leased properties
  • Updates all leases and keeps them filed.
  • Assists with the compilation of procedures and processes in the Property Division.
  • Types and sends out lease approval sign-off sheets for leased properties to Brand Managers for approval
  • Arranges with Finance for Letters of Guarantee for leased properties
  • Sends information regarding insurance needed on leased properties to the OHS Manager
  • Liaises with and follows up with landlords and agens on leased properties
  • Ensures propert filing system for the Division.

Title Deeds:

  • Loads all Title Deeds on SharePoint
  • Keeps and updates a schedule of owned properties

Transfers/New Opportunities:

  • Loads all signed agreements of sale on SharePoint
  • Keeps and updates a transfer schedule of all properties to be registered
  • Keeps and updates a list of potential new properties
  • Acquires updates from attorneys on the status of all properties to be transferred

Education:

Matric

A relevant Secretarial, Executive Secretrial or Office/Business Administration qualification

Secretarial qualification preferred.

Driver€™s license

Experience:

3 Secretarial and/or administrative role in a Financial or Properties setting

2 Demonstrated ability in rendering secretarial/administrative support to a Senior Executive

Competencies:

Computer Literacy

Ability to deal with all levels of people

Ability to work under pressure

Deadline driven

Ability to multi task

Patience

Polite

Willing

Professional

Accommodating

Equity Statement:

In line with the company's Employment Equity plan only Previously Disadvantaged Individuals may apply for vacancies indicated as EE only