VACANCY VACANCY Job Title Personal Assistant to CEO Vacancy

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Job Title                  Personal Assistant to CEO

Vacancy reference no.      VCP-GSS-001

Location                   Cape Town

Type of Employment         Permanent

Reports To                 Adriaan Scheeres

Advert Release Date        14 January 2011

Response Deadline          Internal applicants: 21 January 2011; External applicants: 25 January 2011

                           Main Duties will Include
Key Objective / Outputs
                           ● Effective use of MS Office to ensure support function to CEO; Compilation of creative PowerPoint presentations.
                           ● Effective management of diary (via MS-Outlook) and CEO’s time.
                           ● Meeting management: Setting up meetings with clients; internal meeting management; preparation for meetings, including setting up the
                               meeting rooms, catering, stationery and IT equipment.
                           ●   Screening phone calls, taking messages and handling queries from clients, personnel and suppliers.
                           ●   Typing of general correspondence and filing; writing correspondence on behalf of CEO.
                           ●   Manage CEO’s mailbox; handling the majority of queries, liaising with clients and senior management, prioritising e-mails.
                           ●   Expansive travel arrangements for CEO, directors, clients and Group Shared Services (GSS) personnel, where required.
                           ●   Assist in preparing board packs for various Board meetings.
                           ●   Secretary to the Audit and Risk Committee, as well as the Remuneration Committee.
                           ●   Tasking on Outlook to assist CEO with priorities.
                           ●   Internet marketing research and passing on any business leads to CEO.
                           ●   Add new contacts to CEO’s Outlook database.
                           ●   Network Folders Project; clean-up process.
                           ●   Monitor birthdays of all Pragma staff and contacts; wish them online on behalf of CEO.
                           ●   Assist CEO in preparing material for quarterly Strategic Sessions.
                           ●   Arrange and co-ordinate Leadership and Sales Training sessions.
                           ●   Being a good ambassador for Pragma in all endeavours.
                           ●   Keep control of CEO’s budget; record expenditure and follow the Invoicing procedure.
                           ●   Value Ambassador project; check online nominations and do the administration and order monthly prizes.

                           Skills (Ability/Talent)
                           ● Creative problem solving ability.
                           ● Must be able to work independently; Must be able to take ownership of projects and tasks.
                           ● Good time management and multi-tasking skills; Must be able to work under pressure; Organised and able to meet deadlines.
                           ● Fast typing (at least 60 wpm); Strong admin skills.
                           ● Taking initiative on a daily basis.
                           ● Must be able to handle a very high level of confidentiality.
                           ● Event management skills.
                           ● Must be able to handle unpredictability and sudden changes in business.

                           Knowledge (learning/comprehension)
                           ● Computer literate, especially advanced in PowerPoint and Outlook.
                           ● Good business writing, especially in English.

                           Attributes (trait/characteristic)
                           ● Friendly and [professional conduct during business meetings, with personnel, clients and the outside world.
                           ● Must be able to remain calm during pressurised and conflict situations.
                           ● Hospitable towards CEO’s guests.
                           ● Must be able to relate to all levels of people from high level directors to cleaning staff.
                           ● All-rounder and versatile.
                           ● Willing to work irregular hours, when required.

                           ● Business administration/secretarial diploma.

                           ● At least five years’ experience as an Executive/Personal Assistant.

                          Preference will be given to suitable internal candidates in line with company recruitment policies.
                          The company’s employment equity plan and targets will be considered as part of the recruitment process.
Employment Equity
                          For more information or questions about the position you can contact Adriaan Scheeres at
Further Information
                           If you meet the minimum requirements as indicated above and you strive to be the best in the environment you operate
How to apply               within, come and join our team! Follow the appropriate link below (or copy and paste it into your web browser) to
                           complete Pragma’s online candidate screening questionnaire:
                           For INTERNAL candidates (Pragma employees) only:
                           For EXTERNAL candidates:

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