About the position
Our client based in Fourways, Johannesburg is seeking a Receptionist / Personal Assistant to join their team. The Receptionist / Personal Assistant provides administrative and clerical support to ensure efficient operation of the office. This role serves as the first point of contact for visitors and clients, manages day-to-day office activities, and provides direct assistance to senior management or executives as required, as well as discretion, attention to detail, and exceptional communication skills to handle a wide range of confidential and time-sensitive matters.
KEY RESPONSIBILITIES:
ADMINISTRATIVE SUPPORT:
- Manage the Director’s calendar, schedule meetings, and coordinate appointments.
- Handle travel arrangements, including flights, accommodation, and itineraries.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Maintain accurate filing systems (both digital and physical).
- Screen phone calls, emails, and inquiries; prioritize and redirect as appropriate.
PERFORM DIRECTORS INSTRUCTED PERSONAL ADMINISTRATIVE DUTIES & PERSONAL ERRANDS. INCLUDING BUT NOT LIMITED TO:
- Processing and maintaining Directors and Director’s immediate family/ies medical aid/s including but not limited to claims submission, claims follow up, organizing doctor’s appointments etc.
- Processing and maintaining Directors' Insurance Policies including but not limited to vehicle insurance, house insurance, claims submissions, repair works quotations, claims follow up etc
- Administration, procurement and monitoring of all the repairs and maintenance of the Directors' Vehicles including but not limited to booking for services/repairs, obtaining quotes for services/repairs, licensing/license renewals/registration of vehicles, purchasing/selling of vehicles, fines and paperwork’s at vehicle licensing department, dealing with traffic department etc
- Coordination and Payment of including but not limited to the garden, plumbing, pest control, pool cleaning services, repair & maintenance etc... of the Directors' homes
RECEPTION DUTIES:
- Greet and welcome visitors in a professional and friendly manner.
- Answer, screen, and direct incoming phone calls and emails.
- Maintain a clean and organized reception area.
- Handle incoming and outgoing mail, packages, and deliveries.
- Manage visitor logs and ensure compliance with company security policies.
MEETING COORDINATION:
- Organize and prepare materials for meetings, including agendas, reports, and presentations.
- Take minutes and ensure follow-up on action items.
- Liaise with internal and external stakeholders on behalf of the Director.
PROJECT & OFFICE MANAGEMENT:
- Assist with planning and coordination of special projects or events.
- Conduct research and compile briefing materials or background information.
- Track deadlines and deliverables for the Director’s projects and commitments.
CONFIDENTIALITY & COMMUNICATION:
- Handle sensitive and confidential information with the utmost discretion.
- Maintain professional and courteous communication with all levels of staff, clients, and partners.
- Represent the Director in a professional manner in all interactions.
QUALIFICATIONS & EXPERIENCE:
- Bachelor’s degree (preferred) or equivalent experience.
- Strong organizational and time management skills with the ability to multitask effectively.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
- High level of professionalism, discretion, and integrity.
KEY COMPETENCIES:
- Attention to detail and problem-solving ability.
- Strong interpersonal and relationship-building skills.
- Proactive, resourceful, and self-motivated.
- Ability to work independently and under pressure.
- Flexibility to adapt to changing priorities and schedules.
PLEASE NOTE ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.
Desired Skills:
- Personal Assistant
- Receptionist
- Administration
