Executive Assistant/PA to MD of Hospitality Group

  • Permanent
  • Ref #399311AH
  • Posted 3 weeks ago
  • Pretoria, Gauteng, South Africa, Africa
  • Hospitality, HR, Finance & Office Support, Office Support
Employer Description

A Hospitality Group Home office located in Pretoria.

Job Description

General Purpose

The main responsibilities of this position are inter alia to provide first class support to the Managing Director in the daily operations of the office. 

Ideal candidate should have some legal background on contractual law, property law, dealing with agreements, etc. but need not have an extensive career in legal. Must just be able to understand and be able to review contracts and pick up any points in the agreement that don’t act in the best interest of the company, for example commissionaire agreements, lease agreements and other supplier agreements.

Occasional traveling when the Group host Group Executive meetings at the respective properties – about 3-5 times per year.  The person must be able and willing to travel without too much disruption to their family life.

Duties and responsibilities include:

Office Administration

    • Coordination and administration of diary
    • Scheduling of and arrangements for meetings and appointments
    • Preparation of agendas, programs and Board packs for meetings
    • Attend, take minutes and administer follow-up actions of meetings
    • Organizing all domestic and international travel
    • Manage general and legal documentation and correspondence
    • Design of presentations
    • Office project management

Telephone

  • Screening, intercepting and making of telephone calls required
  • Responding to telephone inquiries in the absence of the Managing Director
  • Liaising with the General Managers at each of the properties and handling any sensitive or pressing matters with professionalism.

Record keeping

  • Maintain and update filing system manually as well as electronically
  • Maintain highest regard of confidentiality

Client Liaison

  • Receive and interact with clients and guests
  • Liaison with internal clients
  • Handle guests queries

 

Qualifications

Tertiary qualification in secretarial or related field Minimum 3-5 years relevant experience as a Personal Assistant to Top Management.

Skills

First and foremost we are looking for a Trustworthy individual who can treat matters with utmost confidentiality. Strong interpersonal and communication Skills. Ability to converse fluently in Afrikaans and English (read, write, speak). Shorthand or speedwriting skills ideal. Meticulous eye for detail. Ability to manage and prioritise multiple tasks and demands. Ability to respond to unexpected demands. Service Orientated. Energetic and self motivated. Pleasant telephone manner and excellent communication skills - will be almost the tonic in the office. This person should hold this seat with professionalism and trust and confidentiality and be a gatekeeper but also be engaging and a light in the office. Must enjoy interacting with people and the general public. Working knowledge of Microsoft Office and Outlook. Flexibility for travel. Ideal candidate should have some legal background on contractual law, property law, dealing with agreements, etc. or at least be able to understand and identify contracts and notice when something does not act in the best interest of the company, also being able to handle claims with insurance companies independently, etc.  Person must be able to travel when required for group meetings (3-5 times per year). Hospitality background is not essential.

Salary / Package

R30,000-R40,000 per month

Benefits

Working hours 8-5 Mon-Fri but must be able to assist as needed with pressing matters. Medical and Pension/Provident.