PPS Recruitment: Admin Assistant in Gauteng

PPS Recruitment: Administrative Assistant Position

Recruiter/Employer:

PPS Recruitment is a distinguished organization headquartered in Centurion, Gauteng, with a rich history of providing exceptional secretarial, clerical, and administrative services. As a reputable player in the corporate landscape, PPS Recruitment specializes in supporting the Executive Team and catering to the unique needs of clients within the Healthcare and Financial Services industry.

Mission Statement: Our mission at PPS Recruitment is to deliver unparalleled administrative support, fostering efficiency, and contributing to the success of our clients and the organization as a whole. We are committed to maintaining the highest standards of professionalism, confidentiality, and integrity in every facet of our operations.

Core Values:

1. Professionalism: We uphold the highest standards of professionalism in all interactions, ensuring a positive and respectful environment for our team and clients.
2. Efficiency: PPS Recruitment is dedicated to providing efficient solutions that meet the dynamic needs of our clients and the fast-paced corporate world.
3. Integrity: Integrity is at the heart of our operations. We are committed to transparency, honesty, and ethical conduct in all aspects of our business.
4. Client-Centric Approach: We prioritize the needs of our clients and aim to exceed their expectations by delivering exceptional services tailored to their specific requirements.
5. Continuous Improvement: PPS Recruitment values innovation and continuous improvement. We actively seek opportunities to enhance our services, staying abreast of industry trends and best practices.

Industry Focus: Specializing in the Healthcare and Financial Services industry, PPS Recruitment recognizes the unique demands of these sectors. Our team is well-versed in the intricacies of corporate governance, compliance, and the dynamic nature of these industries, ensuring that our clients receive tailored support that aligns with their specific challenges and objectives.

Commitment to Diversity and Inclusion: PPS Recruitment values diversity and inclusion as essential components of a thriving workplace. We actively promote an inclusive environment where individuals from diverse backgrounds can contribute their unique perspectives and talents.

Job Positions: Administrative Assistant

Location: Centurion, Gauteng

Ref Number: PPS-AA-2023

The administrative assistant, often considered the unsung hero of the corporate world, plays a pivotal role in ensuring the seamless functioning of an organization. This multifaceted profession demands a unique blend of organizational prowess, interpersonal finesse, and adaptability. Administrative assistants are the backbone of the workplace, providing critical support to executives, managers, and teams across various industries.

Key Responsibilities:

1. Secretarial Support: Administrative assistants are entrusted with the responsibility of managing the administrative needs of executives and teams. This includes organizing schedules, coordinating meetings, and handling communication on behalf of their superiors.
2. Meeting Coordination and Minute Taking: A core aspect of the role involves orchestrating meetings, from agenda preparation to minute-taking. Administrative assistants must possess a high competency level in minute-taking and be adept at compiling agendas and delivering meeting packs within agreed timelines.
3. Document Management: Maintaining an organized and efficient filing system is crucial. This includes handling policies, contracts, and various documents, ensuring they align with business quality standards. The ability to retrieve information swiftly contributes significantly to the overall efficiency of the organization.
4. Stakeholder Engagement: Administrative assistants often act as a liaison between different stakeholders, both internal and external. This requires strong interpersonal skills, discretion, and the ability to influence and communicate effectively across the organization.
5. Project Assistance: In addition to daily responsibilities, administrative assistants may be involved in special projects. This could entail conducting research, writing reports, and providing support wherever needed.
6. Diary Management and Travel Coordination: The role extends to managing calendars, scheduling appointments, and arranging travel logistics. This demands a keen eye for detail and the ability to handle multiple tasks simultaneously.

Qualities of a Successful Administrative Assistant:

1. Communication Skills: Excellent verbal and written communication skills are paramount. Administrative assistants serve as a communication bridge within the organization and must convey information clearly and professionally.
2. Confidentiality and Discretion: Given the nature of the information they handle, administrative assistants must exercise the utmost discretion and maintain confidentiality at all times.
3. Initiative and Adaptability: The ability to use initiative, be a self-starter, and adapt to evolving situations is key. Administrative assistants often encounter dynamic work environments that require quick thinking and flexibility.
4. Organization and Time Management: Strong organizational skills are non-negotiable. The role demands meticulous planning, effective time management, and attention to detail to ensure tasks are completed accurately and on time.
5. Interpersonal Skills: Administrative assistants interact with individuals at various levels of the organization, including Board and Executive levels. Strong interpersonal skills are essential for building positive relationships.
6. Independence and Teamwork: While the role often requires independent work, collaboration within a team is also crucial. Administrative assistants contribute to the overall success of the organization by seamlessly blending individual contributions with team efforts.

Benefits:

• Competitive salary commensurate with experience
• Comprehensive benefits package
• Opportunity for professional growth and development
• Exposure to the Healthcare and Financial Services industry
• Dynamic work environment

Eligibility: To be considered for the Administrative Assistant position, candidates must meet the following minimum requirements:

• Minimum of 2 years of corporate company secretarial experience
• Preferably experience in the Healthcare or Financial Services industry
• Proficient in meeting administration and high-quality minute taking
• Practical knowledge and understanding of stakeholder engagement
• Excellent verbal and written communication skills
• Strong interpersonal skills, including the ability to influence across the organization and externally
• Discretion and confidentiality
• Ability to multitask and prioritize daily workload
• Ability to use initiative and be a self-starter
• Excellent command of written and spoken English
• Ability to interact at Board and Executive levels
• High levels of integrity, honesty, and reliability, with the ability to maintain confidentiality
• Ability to work independently as well as in a team
• Deadline-driven and able to work under pressure
• Attention to detail, planning, organizing, information management, and monitoring
• Leadership, negotiation, and facilitation skills

Requirements: The following responsibilities and duties are associated with the Administrative Assistant role:

1. Act as assistant secretary to PPSHA Clients and other Committees, preparing and controlling agendas, attending meetings, and taking minutes.
2. Control and assist with the compilation of meeting packs, ensuring timely distribution.
3. Collate reports and ensure the quality of documentation in line with business standards.
4. Manage policies and contracts effectively.
5. Implement and maintain an efficient filing system for policies and contracts.
6. Maintain Client and Client’s Board contact details.
7. Support the Executive Assistant when necessary.
8. Cover diary management when required, including arranging travel, transport, and accommodation.
9. Assist with projects by researching or writing reports.

How to Apply: Interested candidates who meet the eligibility criteria are invited to submit their application, including a detailed resume and a cover letter explaining their suitability for the position. Applications should be sent to online application form by December 01, 2023.

Closing Date: The deadline for application submission is December 01, 2023. Late applications will not be considered.

Official Contact: For further information or inquiries, please contact our contact person at 0860 123 777 . Visit our official website at https://www.pps.co.za/career for more details about PPS Recruitment.

Join PPS Recruitment and become an integral part of a dynamic organization that values efficiency, professionalism, and continuous growth. We look forward to welcoming dedicated individuals to contribute to our success in the Healthcare and Financial Services industry.