Job Description
We are looking for disciplined, ambitious, and hardworking mature individuals who is willing to learn.The Personal Assistant / Receptionist is responsible for providing professional administrative and personal-assistant support to the Chief Servant while managing the reception and front-office function of M&J Africa.
The role ensures that visitors and clients receive a professional first impression, communication is handled efficiently, meetings and appointments are properly coordinated, documents and information are organised, and important instructions and follow-ups from the Chief Servant are tracked.
The position requires a highly organised, professional, trustworthy and proactive individual.
Duties and 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.
3. RECEPTION RESPONSIBILITIES
The Receptionist is responsible for ensuring that everyone interacting with M&J Africa receives a professional and welcoming experience.
Responsibilities include:
●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.
4. CLIENT SERVICE
The PA / Receptionist is an important part of the M&J Africa customer experience.
The employee must:
●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.
The receptionist should understand:
Reception is not only administration. Reception is part of Customer Service and Sales.
5. TELEPHONE & COMMUNICATION MANAGEMENT
Responsibilities include:
●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.
6. MEETING COORDINATION
The PA / Receptionist will assist with:
●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.
7. ADMINISTRATIVE SUPPORT
The employee may provide general administrative assistance including:
●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
8. FOLLOW-UP SUPPORT
Where the Chief Servant assigns an action to a manager or employee, the PA may be required to record and follow up the action.
The PA should be able to answer:
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.
9. OFFICE COORDINATION
The PA / Receptionist will assist in ensuring that the office operates professionally.
This may include:
●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.
10. CONFIDENTIALITY
Because the employee may have access to:
●Executive communication
●Client information
●Employee information
●Financial information
●Management discussions
●Business plans
●Company documents
strict confidentiality is required.
Confidential information must not be shared without appropriate authority.
Qualifications and Experience
●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
Interested candidates should submit their CV and copies of relevant qualifications to:
Email: mrecruit580@gmail.com
WhatsApp: +263 71 757 8278
Only shortlisted candidates will be contacted.
