Professional Assistant at Discovery Limited

Job Description

•  The key purpose of this role is to ensure that effective support is provided to the Deputy General Manager of Discovery Connect and the respective sales managers.
• This support includes (but is not limited to) effective diary management, general administration, project administration, co-ordination of events and office Management.
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Secretarial duties:

• Taking and relaying messages accurately and timeously
• Problem solving
• Diary management
• Scheduling meetings, including booking and set up of the venue and any relevant documentation
• Preparation of agenda and minutes and presentations
• Provide general administration support to the management team and division
• Edit and review documents for printing and distribution

Key Outputs

Office Management:

• Order and manage cost centre equipment and supplies including stationary, PCs, furniture, etc.
• Serve as a point of contact relating to reporting of repairs
• Update Organograms
• Co-ordinate functions and events for the cost centre
• Processing and reconciliation of invoices and handling of payment queries
• Ordering, handling and reconciliation of vouchers for staff. 
• Co-ordinate departmental moves
• Allocate parking and responsible for staff reimbursements.
• Scheduling and booking of travel management.

Technical competencies:

• Ms Office Suite (Excel, PowerPoint, Word, Outlook, Visio) Advanced level
• Typing skills (Ability to type with speed and accuracy) Advanced level
• Project administration (Handle administrative tasks effectively and ensuring accuracy and attention to detail) Advanced level
• Exposure to financial systems (IDU, Sage) Intermediate level

Personal attributes and skills

Competencies:

 Behavioural competencies:

• Coping with pressure and setbacks
• Adapting and responding to change
• Planning and organising
• Delivering results and meeting customer expectations
• Following instruct ructions and procedures
• Relating and networking

Other:

• Ability to multi-task
• Effective time management skills
• Must be able to work long and flexible hours when required
• Must be able to work in fast past and highly pressurized environment.
• Excellent verbal and written communication skills required
• Excellent verbal and numeric communication skills

Professionalism

Qualification & Experience

• Matric (essential)
• Secretarial or related diploma (preferred)
• 5-8 years experience as a Professional Assistant with administration experience within a corporate environment

Advantageous :

• Facility Management Qualification
• Previous success in administrative role
• Experience refining and developing processes