JOB PURPOSE

 To portray a professional image to the medical company’s clients, suppliers & visitors and to provide comprehensive office support to the CEO of the medical company

KEY PERFORMANCE AREAS

General Office Duties:

Assist CEO in all projects and provide high quality support as per requirements

Provide a comprehensive public relations support function to the CEO

Maintain and support the CEO’s social, personal and professional obligations efficiently and effectively

Decision making responsibilities in certain areas when required to do so (such as decisions necessary for screening of calls

Handle all correspondence and electronic mail related to the CEO efficiently and timeously

Ensure comprehensive preparations for all meetings, including directors’ meetings within an agreed timeframe

Provide a high-quality typing service to the CEO

Prepare venues, refreshments, equipment, meal and activity arrangements necessary for conferences and meetings timeously and when requested by CEO

Manage the diary of the CEO effectively

Provide the CEO with comprehensive communications function timeously through all appropriate means including verbally, telephonically, electronically and in writing

Liaise with all company employees on a daily basis

Provide general assistance to the company’s personnel effectively when applicable

Liaise efficiently and effectively with all contacts of the CEO, including customers, suppliers, visitors and business associates

Ensure visitors and guests are at all times comfortable and treated hospitably

Handle all queries pertaining to position including queries that could arise concerning the CEO effectively

Perform general office buying function for the CEO officed, including stationery, refreshments, equipment, decorating when required

Arrange lunches and dinners and oversee the meals, venue etc timeously

Handle and oversee Boardroom bookings and liaisons with applicable parties effectively

Manage information and ensure an appropriate filing system for ease of reference and to ensure safekeeping of documents

Meetings and minutes:

To organize and take minutes at meetings. This involves: Austell weekly and Cycle meetings in line with company policy

Ensure that all documentation (Sales figures and support material) are ready for all meetings within an agreed timeframe

Prepare, complete and coordinate documentation and presentations for cycle meetings within an agreed timeframe

Office Management:

Arrange flights, accommodation and every aspect of meetings and conferences and congresses to ensure it is arranged within budget

Must be able to multitask and complete a number of tasks simultaneously and correctly

Must maintain confidentiality of the CEO office at all times

Sales Administration Effectiveness:

Responsible for completing and submitting the weekly sales reports to management

Reports include:

Sales for month to date

Sales by province and product

National vs budget

Sales by province vs last year in order to meet sales targets & inform the CEO & Group CEO of month end sales figures

MINIMUM REQUIREMENTS

Education:

Matric

Degree

Secretarial qualification

Experience:

6 – 8 years’ experience

SKILLS / PHYSICAL COMPETENCIES:

Knowledge of MS Office (Word, Excel, Outlook and PowerPoint) – advanced level

Typing Skills – advanced level

BEHAVIOURAL QUALITIES:

Administration – excellent advanced level skills

Ad Hoc Projects – super organized

Is an initiator who is proactive in approach

Is innovative and able to generate ideas, show ingenuity and think up solutions

Is methodical, organized, precise, accurate, neat and tidy with paperwork

Has the ability to solve a range of ad hoc and recurring problems able to priorities multiple tasks effectively in a fast-paced environment; Is able to cope well with a virtual team and retains focus in a time of crisis

Is assertive and maintains his/her own under pressure

Demonstrates a conscious approach to workable to follow a defined process, completes jobs, plans and sticks to deadlines

Professional Will

Is resilient and able to work effectively in a pressurized environment, juggling multiple tasks and able to cope with strong personalities

Is results orientated with a strong motivation to achieve impressive results, strives to improve, has a “can do” attitude and enjoys challenges

Is flexible and displays a willingness to work after hours, travel with the, which is out of scope of natural duties

Is client service driven and committed to client satisfaction

Proactive

Is analytical with an enquiring mind which enables him/her to identify and analyses patterns and trends, as well as see the relationship between cause and effect

Has foresight and anticipates and prepares well in advance, enjoys setting targets, plans activities

Displays critical thinking and is good at probing the facts, challenging assumptions, seeing disadvantages to manage risk

The candidate must be willing to work overtime & will be required to travel for Cycle Meetings & Annual Conferences

Only candidates can apply for this job.

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info@glasshouserecruiting.co.za
+27 21 554 5309 / +27 21 200 6629