Personal Assistant
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Job Location:
Cape Town - South Africa
Monthly Salary:
Not Disclosed
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
Job Purpose:
To perform timely accurate and professional Administrative and Secretarial functions for the Head of SupplyChain One Africa by organising meetings functions booking of travel throughout the various Cipla offices in One Africa and global team and where required.
Key Accountabilities:
- Travel Arrangements:
- Arrange travel - flights visas transfers
Issuing of all travel documentation and itinerary prior to departure
- Arranging detailed travel plans itineraries and agendas; and compiling documents for travel-related meetings.
- Meetings and Functions:
- Meeting and greeting visitors at all levels of seniority
- Organising meetings and ensuring the Director is well prepared for meetings
Compiling of agendas
- Collating the meeting packs which are circulated before meetings
Minute taking
Arrange refreshments and IT equipment for meetings
Minutes to be completed timeously with the final draft after the meeting.
Obtain quotes and arrange special events for the Supply Chain (where required).
- Liaise with events team and wellness teams for CDG events.
- Diary Management:
- Ensure busy diary commitments papers and travel arrangements are managed effectively.
- Discuss diary and upcoming engagements invitations and other requests.
- Organising and maintaining diaries and making appointments.
- Liaise with internal and external delegates.
- Booking venues for the meetings.
- Responsible for refreshments when required during themeetings.
- Administrative:
- Filter general information queries phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
- Compiling documents briefing papers reports and presentations
Liaising with clients suppliers and other staff.
- To effectively manage the day to day running of the office of the Director
Submission of Expense Claims for the team.
- Prioritises conflicting needs; handles matter expeditiously proactively
Interface with other PAs and Reception and communicating relevant info to senior managers via PAs
- Filing of all documentation and information.
- Keep record of invoices received and liaise with Finance to arrange payment and follow up and give feedback to relevant parties.
Skills and Knowledge:
- Grade 12 Matric Equivalent
- Secretarial Diploma Certificate
Relevant experience:
- Minimum 5 years proven experience in a Senior and Corporate PA role
- Take minutes at meetings either shorthand or typing
- Must have worked on Ms Office: Outlook PowerPoint Word Excel
- Portray a professional image
- Knowledge of all facets of local and international travel arrangements
- Good understanding of customer service
Skills:
- Effective communication skills
- Sound organisational and planning skills
- Using Initiative
- Able to solve problems and use initiative to deal with situations
- Effectively manage multiple demands and tasks
- Accurately check detail of processes and tasks to ensure that it is of a high standard
- Ability to maintain a high degree of loyalty integrity and discretion
- Confidentiality is essential
- Proactive can-do attitude Team Player
Required Experience:
Junior IC
Key Skills
- Senior Care
- Time Management
- Google Docs
- Hoyer Lift
- QuickBooks
- Infection Control Training
- Caregiving
- Office Experience
- Personal Assistant Experience
- Home Care
- Alzheimers Care
- Administrative Experience
About Company
Cipla is a market-leading medicine maker in India. The company has roughly 5,500 pharmaceutical products. Some are sold domestically, while the rest reach international markets in some 170 countries. It offers prescription drugs for all kinds of ailments -- arthritis, cancer, depressi ... View more
