Administrative / Personal Assistant to Sales Director(s) at TradeDepot

Reference No.: 21000VZX
Job: General Administration / Secretarial
Travel:  No
Job Type: Regular Employee Hire

Detailed Description and Job Requirements

• Provides administrative / clerical support within any of a variety of departments. Supports an SVP or below.
• Spends 60% of time providing administrative support to relieve managers and staff of administrative details.
• Spends less than 20% of time on special projects.
• Spends less than 20% of time performing clerical duties; ie: taking messages, filing, copying, faxing. Duties may include processing and tracking of purchase orders, expense reports, timecards.
• Arranges interviews and group events. Maintains organization charts and distribution lists.
• Creates spreadsheet models for forecasting. Implements space planning and group moves. Sets up new hire offices.
• Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software.
• Makes domestic / international relocation / travel arrangements.
• Arranges internal / external meetings and catering needs
• Acts as an information source on organization policies and procedures.
• Works with other administrative personnel.
• Works on assignments that are moderately complex in nature where judgment is needed in resolving problems and making routine recommendations.
• Follows standard practice and procedure. Normally receives no instructions on routine work, general instructions on new assignments.
• Ability to work in a dynamic fast paced environment.
• Knowledge of spreadsheet applications.
• Demonstrated strong organizational skills.
• Proactive and resourceful.
• Self-motivated.
• Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc.
• B.A / B.Sc Degree or equivalent.
• 1 - 2 years of related experience.

Job Description
General Secretarial Duties:

• Diary Management and the maintenance thereof for multiple stakeholders
• Handling of general queries
• Arrangement of meetings/venues
• Travel arrangements
• Answering telephones and timeous delivery of comprehensive messages
• Typing/formatting of documents
• Compiling and finalising reports
• Office Management (Ordering stationery etc.)
• Ensuring all standard documents are completed.

Administration Duties:

• Filing
• Updating and administering internal knowledge management system
• Understanding of all admin processes and ability to guide staff to required documentation
• Advise and assist staff on admin systems queries
• Administrative support CRM initiatives
• Ad hoc tasks.

Qualifications
Qualifications & Experience Required:

• Matriculation + Secretarial Diploma/Qualification beneficial
• Minimum 4 years Extensive Secretarial/Personal Assistant Experience
• Experience managing multiple diaries - across time zones 
• Experience supporting multiple Leaders 
• Discretion and trustworthiness: you will often be party of confidential information
• Flexibility and adaptability
• Good oral and written communication skills
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative

Preferred Qualifications:

• We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level manager(s).
• Executive Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.
• Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive member(s).  
• Applicants are required to read, write, and speak the following languages: English