Receptionist - Personal Assistant

A reputable company based in Sandton, requires a mature, friendly and organised Receptionist/Admin assistant Duties: RECEPTIONIST- PERSONAL ASSISTANT Every morning un-divert main switchboard line and divert to night extension line every evening. Answering calls and directing them to the respective people and taking messages when someone is not available Prepare for daily morning meetings at 08h00 am sharp Compile a list of tasks done the day before to share at the meeting and the tasks for the day Check all emails and respond or forward to respective departments Prepare weekly Receptionist report and forward to all staff Prepare meeting minutes from the daily morning meeting Courier Book courier company and airway bills for collection of shipping documents and samples File all delivery notes and waybills from courier companies Follow-up on sick leave forms if any staff was absent the previous day Take strategy meeting minutes and prepare in summary form a 2-to-3-page formal document and email to staff and management with hard copy to file Keep stock inventory of stationery, groceries, toner for photocopy machines and order once a month as and when needed Updating of database from business cards aftermarket visits and exhibitions by sales and marketing staff for customers and supplier contacts Update new employee details: birthdays, contact details of next of kin Ensure birthday cards are bought and signed for by all staff Ensure boardroom is always neat and tidy, a set of flyers, stationery should always be available Administrative duties assisting all staff with office administration Prepare leave schedule for staff Diarised meetings in the office, prepare coffee/tea for the visitor Control who enters the office premises intercom/gate/camera Create new supplier contact cards and those of the people they met in the country they visited, they need to be placed into a card holder and label the card holder appropriately and updated on the database Track DHL documents daily and update in morning meetings Email our suppliers/customers for special occasions e.g. New year/ Diwali /EID create a card and email AM will guide Update list of international public holidays in Africa Update list of Companies international agents Contact details TRAVELS: Google hotels, liaise with Travel agent, file tickets/itinerary, work on visa documents, business cards, company profiles/brochures ready for MM travel, print travel documents as AM advises accordingly Prepare Travel schedule and keep updated accordingly SALES Assist sales team as and when required with Proforma invoices and Tax Invoices for local customers REQUIREMENTS: Well spoken English and Afrikaans speaking would be benificial At least 3 years experience in a similar role Sound knowledge of MS Office - Excel, Word and Powerpoint

Location: Sandton, Gauteng, ZA

Posted Date: 10/15/2025