PA, Administrative/Office Assistant (Any)

Assist Business Unit Manager Keep diary/Screen calls, Printing, distribute documentation liaise between Business Unit Manager and the team. Assisting Brand and Sales Managers as well as all Representatives in the team with all admin and support which included:

Daily check e-mail - manage, follow up and action. HR assistance for the team. All admin that involves entry and exit of employees.  Complete process using Purchase Order system Oracle 13 from creating the PO till payment of invoices Manage all queries. Maintain records for future reference. Manage approvals according to system hierarchy working off an approved Suppliers list. Weekly processing of Expense Claims with follow up to ensure payouts. Continuously collate, update, order and maintain business cards and database on Outlook. Ensure coordination and distribution of Corporate Communication, Support key to Customers, Various divisions, and Suppliers. Distribution of marketing materials. Maintain relationship building, continuous interaction, and efficient time management to prioritize workload accordingly. Coordinating meetings and events internal as well as external. Liaise between Manager and her direct reports. Manage, prepare and control incoming and outgoing correspondence, reports presentations, emails (particularly while Managers are travelling), faxes, etc. Maintain filing electronically and manually. Linking up for Video and teleconferencing. Arrange catering and setup. Personal Assistance and Ad hoc Projects: Proactively attend to requirements. Collate information and make necessary travel arrangements domestic and international flights, hotel, transportation, vaccines, passports, visas and Forex. Co-ordination of functions & events, Congresses, Symposiums, Sessions, Cycle Meetings and Sales Conferences etc. Printing and binding of presentations & reports. Stationary orders. Courier of packages national as well as international. Maintain Expenses on petrol cards for team and Manage expenses on petrol cards for Division. Distribution of expenses of other divisions to Business Unit Manager. Assisting other Divisions when needed. Uphold Company Policies and procedures

• Keep diary/Screen calls and all levels of Admin duties
• Check E-mail - Manage, follow up and Action.
• Ensure invoices are timeously received, Purchase Orders raised / authorized where relevant and processed on Oracle. Follow up and resolve any queries.  Maintain records for future reference.
• Monthly processing of Expense Claims with follow up to ensure payouts
• Continuously collate, update and maintain business cards and database on Outlook.
• Ensure coordination with Corporate Communication  
• Support key to Customers/Stakeholders, Board, Exco, Various divisions + departments, Investors, Advisors and Suppliers. Maintain relationship building, continuous interaction, and efficient time management to prioritize workload accordingly.  Coordinating meetings/ events, screening calls to re-direct where appropriate and follow up where necessary.
• Collate and arrange internal Meetings, Sessions Presentations etc.
• Diary management and co-ordination of meetings (both internally and externally).
• Typing spreadsheets
• Advanced Excel
• Liaise between Deputy CEO and his direct reports
• Manage, prepare and control incoming and outgoing correspondence, reports presentations, emails (particularly while travelling), faxes, etc.
• Maintain filing of documentation 
• Co-ordinate Exco meetings: Preparation for meeting, Arrange meeting room, catering and collate documents to be circulated 
• Linking up for Video and teleconferencing 
• Personal Assistance and Ad hoc Projects:  Proactively attend to requirements
• Stand in for PA to CEO when required
• Administration and Support to New Business Development division
• Collate information and make necessary travel arrangements (through in house travel agent)  local and international (Flights, Hotel and Forex ) for Investor Roadshows and International Board/Sub-committee meetings
• Passport and Visas

• Keep diary / screen calls / secretarial duties
• Check e-mails
• Tasks- manage, follow up and action
• Typing all documents on microsoft outlook, work, excdl, powerpoint, presentation, tasks and one note-letters 
• presentations, schedules, graphs, tables, spreadsheets etc.(Advanced)
• Electronic dicta typing-SD Cards
• Complile information to prepare board packs
• Internet research on various aspects business related and personal
• Monthly reocnciliation of lawyers account and update spreadsheet
• Manage receptionist and cleaner

• Keep diary / Screen calls / Secreterial duties 
• Check e-mail action 
• Typing - all documentation on Microsoft programs (advanced) 
• Dicta typing 
• Prepare board packs 
• Meeting minute taking - director board, executive management, BBBEE etc. 
• Arranging Client / Customer visits, Functions, Presentations, Seminars, etc 
• Ensure timeous distribution and compilation of monthly reports 
• Refreshments - stock control 
• Flight / Accomodation bookings 
• Liaise between the department and the MD 
• All aspects of HR including Payroll (FNB Paypeople) 
• All asoects of National Barganing Council and returns 
• Company policies / procedures update 
• Manage workers - arrange temps, do performance appraisals, increases, etc 
• Assist Financial Manager from time to time

Slot Coordinator

• Preparation and distribution of Monthly Reports on slots booked, FUA’s, EOBT’s comparisons and graphs
• Departure and arrival Ad hoc booking of slots telephonically and via e-mail 
• Seasonal slot changes, updates and monitoring, JNB, CPT and DBN
• Familiar with Worldwide Scheduling Guidelines
• Knowledge of SCORE, SSIM Manual
• Communicating and liaise between ACSA, all airlines Freighters and Charters
• Prepare and print/e-mail of daily Slot Sheets
• Back up on SCORE daily
• Slot compliance, Historical slots, Constraints, Deadlines, Availability, Priorities, Schedules
• After Conference activities

Secretary to Manager: CAMU (Central Airspace Management Unit)  

• All typing of Memo’s, Faxes, Letters, Schedules, Tables, Formulated reports, Graphs, etc Keeping diary and screening calls for both Managers, electronically
• Arrange meetings, take notes and type minutes
• Departmental Switchboard
• Obtain invoice, raise P/O’s in local and foreign exchange track authorization, create GRN
• Preparation and distribution of Monthly Reports 
• All traveling arrangements and bookings, Domestic and 
• International. Flights, Accommodation and Visa
• Follow and manage filing system according to ISO procedures, manually and electronically
• General office duties
• Manage and maintain Petty cash float 
• Compile, submit documents for approval/authorization according to responsibility matrix
• Assist Manager with budget, forecast, input and expenditure control
• Stationary orders and control according to company procedures
• Refreshments manage and control
• Teambuilding, organize, plan Familiar with all programs including web and email
• Familiarity with Aviation codes 
• Manage and control all aspects of Conferences
• Liaise between employees and Manager
• Updates and managing departmental HR incl. leave
• Prepare and arrange daily tasks for driver
• Prepare documentation and goods for courier
• Data capturing of FUA requests
• Calculate and report Departmental Overtime

• Preparation and distribution of Daily/Monthly Sales Reports compiled with info from branches Nationwide
• Statistical analysis reports, MTD and YTD
• All typing and secretarial duties on corporate level
• Keeping diary and screening calls for both Managers
• Arrange meetings, take notes and type minutes
• Motivate Sales team and inspire to excel in sales
• Close liaison with Shop Management and Warehouses (Nationwide) daily
• All aspects of Marketing promotions, incentives, distribution of marketing material, monitor competitions
• Customer queries and client liaison on management level acting obo
• All traveling arrangements and bookings (Domestic and International
• Following and manage strict filing procedures
• Postage
• Petty cash
• Compile, submit documents for approval/authorization
• Assist Manager with budget, forecast, input and expenditure control
• Stationary orders and control 
• Refreshments monitor and control
• Liaise with Suppliers, stock, promotions and competitions
• All aspects pertaining to Purchase orders, including quotesworking off approved suppliers list