Personal Assistant/Departmental Coordinator

JOB DESCRIPTION INFORMATION: Job Title: Personal Assistant Employment Type: Permanent, On-site Work Location: Johannesburg - Sandton JOB CONTEXT: We're on the lookout for a Personal Assistant that will help a professinal. This role ensures the efficient coordination of VIP-related activities, events, and services, maintaining exceptional experiences for VIP clients. The coordinator will also play a key role in verifying and conditioning data, ensuring that all information related to VIP clients, events, and other operational elements are accurate, up-to-date, and in compliance with organisational standards. JOB SCOPE & RESPONSIBILITIES Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties. Create and maintain an online filing systems /templates (including records and reports) that enables relevant stakeholders to access the information. Coordinate the flow of paper and electronic documents to the appropriate parties. Provide administrative support and respond to queries received by the management team (including responding to e-mails, mail and telephone enquiries), escalating or redirecting as required. Assist in coordination of logistics for various events and meetings as required both internally and externally where necessary. Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements. Book meeting venues according to meeting/event needs/requirements number of people, equipment, times, access to floor, accessibility, refreshments, and time frames. Update Daily VIP Workbook (Top winners, losers, Birthdays etc). Track, report and communicate on monthly team activity e.g. big winners, losers, respective hosts GGR / NGR and Activity (active and dormant players, call campaign stats etc). Report on VIP accommodation and maintain relevant records (auth forms, booking confirmations, trackers etc). Facilitate departmental meetings inclusive of compiling and distributing of meeting agenda. Follow through on outstanding issues and action lists from meeting minutes. Collate and validate teams incentives and track against related KPIs. Draw and update relevant reports in line with business needs and BI departmental requirements. Condition and compile data for various reports (i.e ROI, Events post analysis, Invitee guidance etc). Capture staff rostering into the system and distribute rostering schedules accordingly. Identify, classify, maintain, and protect all confidential files, documentation, and sensitive information consistent with record handling in line with legislative regulations for auditing purposes. Update, store and communicate revised departmental SOPs. Record and track VIP Gift supplies inventory (in stock/issued/returned/in inventory etc) . Asist with the allocation and delivery of VIP player gifts (keeping records on recipients, costs, invoices etc.). Monitor progress of projects and track project costs against a pre-defined budget. Assist with the VIP Teams Ad-hoc initiatives e.g. Call Campaigns etc. Draw segment data for call campaigns to support the VIP Call centre team. VIP Promotions verification of cohort, promo schedule implementation and execution via marketing team. Keep management updated with regards progress, and where necessary escalate unresolved issues. Develop and maintain sound working relationships with relevant departments. QUALIFICATION AND EXPERIENCE: Qualification: Diploma in Marketing. Experience: 3-4 years experience in an administrative function within a customer service environment Experience in storing and processing data within a database is advantageous Work conditions and special requirements: 3-4 years experience in an administrative function within a customer service environment Experience in storing and processing data within a database is advantageous COMPETENCIES Technical proficiency Conformance to Internal Standards. Sun International Structure and Channels. Marketing Services Procedures. Communication skills written and verbal. Computer Literacy (MS Office / Peoplesoft). IFS (Purchase requisitions). Professionalism and Image. Clerical Administrative functions. Core Behavioral Competencies Organising and Coordinating Resources Collecting Information (Sourcing, checking, documenting) Following Procedures Problem-Solving Assuring Quality Initiating Action Managing customer and stakeholder relationships Know-how: Specialised knowledge is required for the application of practical methods and techniques. Work is performed in line with defined procedures and processes and proficiency in the specialised use of administration materials, equipment and tools. Planning is short-term within a 3-month period and within regular activity cycles. Communicates, co-ordinates and interacts with others in the value chain to ensure seamless client experiences. Manages one's time and resources to ensure that objectives are achieved effectively and on time. Problem-solving: Interprets customer requirements in terms of services available and the applicable constraints. Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority. Considers all the facts, options and possible outcomes prior to making decisions. Works independently, and is orientated towards solving customer queries. Accountability: Takes ownership of departmental requests and requirements. Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls. Interprets customer / client requirements in terms of services available and facilitates operational processes. Refers problems falling outside parameters. PACKAGE & REMUNERATION: Salary will be commensurate with experience and qualifications.

Location: Johannesburg, ZA

Posted Date: 1/22/2025