Job Description

ersonal Assistant | Administrator | Media & Events Co-ordinator Plum Personnel | Knysna | Western Cape Industry : Upmarket Estate An upmarket exclusive estate has an opportunity for an experienced Personal Assistant/Administrator/ with Media & Events Co-ordinator experience at their well known Knysna Estate. Purpose: To provide comprehensive secretarial and administrative support to the Estate Manager and the Board including but not limited to taking and typing of accurate minutes. To plan and co-ordinate Estate events within the allocated budget to ensure client satisfaction for the scheduled event. To develop and implement targeted communications and advertising content for a variety of media platforms. To research, write, proofread and edit all content, and plan and execute all media and advertising campaigns including but not limited to the publishing of a monthly Estate Newsletter. Key Responsibilities: xe2x97x8f Support the Estate Manager in projects, proposals, and other matters. xe2x97x8f Provide Administrative support services to the Estate & Estate Manager. xe2x97x8f Manage the Estate Manager and Boardroom diaries. xe2x97x8f Render Reception and Frontline services to the Estate. xe2x97x8f Liaise with registered Owners, Occupants, Tenants, and any other identified stakeholders (suppliers, visitors, etc.) as directed by the Estate Manager. xe2x97x8f Act as the point of contact among Representatives, Executives, Employees, Residents, and other external partners. xe2x97x8f Screen incoming calls and correspondence and respond independently when possible. xe2x97x8f Draft letters when required. xe2x97x8f Assist the Estate Manager to coordinate and implement the marketing and communication strategies for the Estate, including newsletters, website and social media. xe2x97x8f Manage and co-ordinate all communication channels, e.g., Customer and Visitor Management Systems, Newsletter, Facebook, Website, and WhatsApp Group, etc. in conjunction with the Estate Manager. xe2x97x8f Type all correspondence, documentation, agendas, minutes, etc. drafted by the Estate Manager, Chairperson, or Representatives of the Board, written, or dictated. xe2x97x8f Travel and accommodation arrangements. xe2x97x8f Organize and maintain the office filing system. xe2x97x8f Co-ordinate and organize Estate Events in conjunction with the Estate Manager. xe2x97x8f Attend Management, Board and Committeexe2x80x99s meetings, as directed by the Estate Manager. xe2x97x8f Ensure minutes are recorded and maintained and, that any incomplete / in-progress minuted actions are regularly communicated to the Estate Manager. xe2x97x8f Supervise, collate, and distribute any communication, briefs, circulars from the Estate Manager and / or Board. xe2x97x8f Update and maintain records / data-base files of registered Owners, Occupants, and Tenants of houses on the Estate. xe2x97x8f Prepares various reports, either by self and /or in collaboration with other Departments, as directed by the Estate Manager. xe2x97x8f Responsible for overseeing and co-ordinating the Estatexe2x80x99s Rental portfolio. xe2x97x8f Assist any Resident, Tenant, and / or any other identified stakeholders (suppliers, visitors, etc.) with various queries. xe2x97x8f Responsible for registration of residents on the access control systems. xe2x97x8f Manage and coordinate all aspects of events related to the Home Owners Association in conjunction with the Estate Manager. xe2x97x8f Oversee and manage general cleaning services for Offices & Guard Houses. xe2x97x8f Keeps the Estate Manager fully informed on all issues affecting or relating to the Estate. xe2x97x8f Any other task necessary for the conduct of the employerxe2x80x99s business, as the Estate Manager may from time to time direct. Minimum Skills and Experience: xe2x97x8f Grade 12, plus a PA / Executive Secretary Diploma. (or relevant Diploma) xe2x97x8f A minimum of 5 years relevant secretarial and administrative and/or Events planning experience in a position as an Executive Assistant, Personal Assistant, or similar role. xe2x97x8f Excellent MS Office 365 knowledge. (At least at intermediary level) xe2x97x8f Outstanding verbal and written communication (preferably in English and Afrikaans) and high-level organizational planning and time management skills. xe2x97x8f An extroverted person who is socially confident, friendly, gregarious, assertive, warm, enthusiastic, helpful and with a can-do attitude. xe2x97x8f Familiarity with office gadgets and applications (e.g., e-calendars, internet and copy machines). xe2x97x8f Able to apply discretion and confidentiality, in all matters. xe2x97x8f Ability to work in a deadline driven environment. xe2x97x8f Ability to record information accurately. xe2x97x8f Ability to work in a team as well as independently. xe2x97x8f Ability to interact with internal and external stakeholders with excellent interpersonal and communication skills across all levels, including board level. xe2x97x8f Proof of valid driverxe2x80x99s licence and own reliable transport. Salary : Market related - To be negotiated depending on experience and qualifications. Please forward detailed CV to Plum Personnel. Kindly browse our website for contact detail. Email: info@plumpersonnel.co.za. Website www.plumpersonnel.co.za. Should you not receive a response within 7 to 10 days, kindly consider the application as unsuccessful. A local Knysna resident would be preferred as this is an immediate start. If you are already in the process of relocating please do be in touch. Plum Personnel | Knysna | Western Cape Job Types: Full-time, Permanent Ability to commute/relocate:

• Knysna, Western Cape: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative office procedures, practices and equipment: 6 years (Preferred)

Application Deadline: 2023/11/14