Personal Assistant

Job Purpose:

To perform timely, accurate and professional Administrative and Secretarial functions for the Head of Supply Chain – 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 the meetings. 

• 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 PA's and Reception  and communicating relevant info to senior managers via PA's

  • 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