Website Cipla
Cipla Limited is an Indian multinational pharmaceutical and biotechnology company, headquartered in Mumbai, India. Cipla primarily develops medicines to treat respiratory, cardiovascular disease, arthritis, diabetes, weight control and depression; other medical conditions. Parc du Cap Office Park, Building 9, Mispel Street, Bellville, 7530
Job Purpose:
To perform timely, accurate and professional Administrative and Secretarial functions for the Head of Supply Chain – One Africa by organising meetings, functions, booking of travel, throughout the various Cipla offices in One Africa and global team and where required.
Key Accountabilities:
Travel Arrangements:
Arrange travel – flights, visas, transfers
Issuing of all travel documentation and itinerary prior to departure
Arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Meetings and Functions:
Meeting and greeting visitors at all levels of seniority
Organising meetings and ensuring the Director is well prepared for meetings
Compiling of agendas
Collating the meeting packs which are circulated before meetings
Minute taking
Arrange refreshments and IT equipment for meetings
Minutes to be completed timeously with the final draft after the meeting.
Obtain quotes and arrange special events for the Supply Chain (where required).
Liaise with events team and wellness teams for CDG events.
Diary Management:
Ensure busy diary commitments, papers and travel arrangements are managed effectively.
Discuss diary and upcoming engagements, invitations and other requests.
Organising and maintaining diaries and making appointments.
Liaise with internal and external delegates.
Booking venues for the meetings.
Responsible for refreshments when required during the meetings.
Administrative:
Filter general information, queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
Compiling documents, briefing papers, reports and presentations
Liaising with clients, suppliers and other staff.
To effectively manage the day to day running of the office of the Director
Submission of Expense Claims for the team.
Prioritises conflicting needs; handles matter expeditiously, proactively
Interface with other PA’s and Reception and communicating relevant info to senior managers via PA’s
Filing of all documentation and information.
Keep record of invoices received and liaise with Finance to arrange payment and follow up and give feedback to relevant parties.
Skills and Knowledge:
Grade 12 Matric Equivalent
Secretarial Diploma Certificate
Relevant experience:
Minimum 5 years proven experience in a Senior and Corporate PA role
Take minutes at meetings, either shorthand or typing
Must have worked on Ms Office: Outlook, PowerPoint, Word, Excel
Portray a professional image
Knowledge of all facets of local and international travel arrangements
Good understanding of customer service
Skills:
Effective communication skills
Sound organisational and planning skills
Using Initiative
Able to solve problems and use initiative to deal with situations
Effectively manage multiple demands and tasks
Accurately check detail of processes and tasks to ensure that it is of a high standard
Ability to maintain a high degree of loyalty, integrity and discretion
Confidentiality is essential
Proactive, can-do attitude, Team Player
go to method of application »
Apply via company website ( http://www.cipla.co.za ) or