PA /RECEPTIONIST – M&J Africa

Key Responsibilities

• Manage the Executive”s diary and appointments.
• Schedule internal and external meetings.
• Coordinate meetings with clients, employees, managers and other stakeholders.
• Send meeting invitations and reminders.
• Assist with meeting preparation.
• Prepare documents required for meetings.
• Take minutes or notes where required.
• Maintain a record of important instructions and action items.
• Follow up assigned actions where requested.
• Remind the Chief Servant of important deadlines and commitments.
• Assist with travel arrangements where necessary.
• Coordinate appointments and engagements.
• Prepare letters, emails, reports and other correspondence.
• Maintain organised electronic and physical records.
• Handle confidential information appropriately.
• Screen and prioritise requests for the Chief Servant’s attention.
• Assist the Chief Servant with reasonable administrative requirements.
• Welcoming clients and visitors.
• Identifying the purpose of each visit.
• Informing the relevant employee when their visitor arrives.
• Directing visitors appropriately.
• Maintaining a professional reception area.
• Managing visitor registration.
• Answering incoming telephone calls.
• Transferring calls to the appropriate employees.
• Taking accurate messages.
• Responding professionally to general enquiries.
• Receiving deliveries and documents.
• Recording incoming and outgoing documents where necessary.
• Coordinating couriers where required.
• Ensuring visitors are attended to promptly.
• Providing basic information about M&J Africa and its services.
• Treat every visitor professionally and respectfully.
• Avoid leaving clients unattended unnecessarily.
• Communicate delays to waiting clients.
• Assist clients in reaching the correct person.
• Escalate complaints appropriately.
• Maintain a professional tone on telephone calls.
• Understand the basic products and services offered by M&J Africa.
• Identify potential customer enquiries and direct them to the appropriate salesperson or department.
• Answering calls professionally.
• Identifying the caller and purpose of the call.
• Routing calls correctly.
• Recording accurate messages.
• Following up where calls require responses.
• Maintaining professional telephone etiquette.
• Managing general company communication channels assigned to reception.
• Ensuring important messages reach the correct person promptly.
• Booking meeting rooms.
• Confirming appointments.
• Preparing meeting spaces.
• Ensuring relevant participants know the meeting time.
• Organising required documents.
• Receiving meeting attendees.
• Providing appropriate refreshments where applicable.
• Recording actions/minutes where requested.
• Following up meeting actions when instructed.
• Filing
• Printing
• Scanning
• Photocopying
• Document preparation
• Data capture
• Maintaining registers
• Preparing basic reports
• Updating contact databases
• Organising office documents
• Maintaining administrative records
• Supporting company events and meetings
• What was requested?
• Who is responsible?
• When is it due?
• Has it been completed?
• Does the Chief Servant need to follow up personally?
• The PA does not replace the responsible manager.
• The role is to assist with communication, reminders and follow-up.
• Monitoring reception supplies.
• Reporting office maintenance problems.
• Coordinating meeting-room usage.
• Ensuring reception remains clean and organised.
• Reporting security or visitor-management issues.
• Coordinating with administration and relevant support staff.
• strict confidentiality is required.
• Confidential information must not be shared without appropriate authority.

Requirements

• Diploma or degree in Business Administration, Office Administration, Secretarial Studies, Management or related field.
• Previous experience as a Receptionist, Personal Assistant, Executive Assistant, Administrator or similar role.
• Strong computer skills.
• Good written and spoken English.The successful candidate should have:
• Excellent verbal communication
• Good written English
• Strong organisational ability
• Good telephone etiquette
• Computer literacy
• Microsoft Office / Google Workspace skills
• Email management skills
• Calendar management skills
• Basic report-writing ability
• Good time management
• Ability to multitask
• Ability to work under pressure
• Strong attention to detail
• Ability to interact professionally with senior executives and clients

How to Apply