PERSONAL ASSISTANT TO THE GENERAL MANAGER

An excellent career opportunity exists for interested and qualified candidates to apply for the above-mentioned position at Feedmaster (Pty) Ltd, Windhoek.

PRIMARY PURPOSE OF THE POSITION

Responsible for the execution of secretarial and certain administrative functions for the General Manager.

KEY FUNCTIONS AND RESPONSIBILITIES

1)  Managing the co-ordination, organisation and convening of meetings for the General Manager

• Preparation of documents prior to meetings.
• Timeously co-ordinating required events.
• Arranging venues for meetings.
• Ensures availability of documentation. .

 2) Secretarial duties

• Ensure diary is up to date, accurate and ensure fulfilment of appointments.
• Making of timeous travel arrangements and the co-ordination thereof. Effective communication of arrangements.
• Screening of all calls and the conveying messages accurately and timeously.
• Professionally receiving and hosting of guests and visitors.
• Requisitions equipment when required.
• Prepares Board packs timeously and distribute.
• Arranging of refreshments for meetings.
• Typing of correspondence, minutes, agendas, documentation and distribute.
• Updates records and Captures data accurately.
• Referring complaints received to the right persons.

3)  Administration

• Timeous distribution of all e-mails and documents.
• Follow ups on all matters required.
• Accuracy of typing of reports and documents and timeous completion of typing requests.
• Timeous preparation of documents.
• Timeous typing and distribution of minutes of meetings and timeous follow up on action plans from meetings.
• Maintain accurate and effective filing system.
• Ensure availability of documents and the safekeeping of documents according to company policies and procedures.
• Recording of all documents.
• Manage expenses relating to stationery, refreshments and telephone accounts
• Ensures completeness and correctness of purchase orders and documentation for payment.
• Ensures contracts for office equipment are completed and manages service providers as per contract to ensure office equipment is in good working order.

4)  Staff Management

• Ensure staff complies with company policies and procedures.
• Provide in-service training to the staff as per requirements.
• Manage productivity and conduct. Initiate appropriate measures to ensure compliance with company requirements.

5)  General

• Any other ad-hoc tasks as assigned by Management