Administrative Assistant

Job description:

MAJOR FUNCTIONS

We are seeking a highly organised and proactive Administrative Assistant to provide personal support with a variety of tasks, ranging from diary management to property maintenance. The ideal candidate will demonstrate strong attention to detail, effective communication skills, and the ability to manage multiple tasks efficiently.

ESSENTIALFUNCTIONS

Administrative Support:

• Assist with research and creation of documents, such as travel itineraries.
• Make reservations for restaurants, medical appointments, etc.
• Liaise with relevant parties to book medical appointments and schedule meetings.
• Coordinate shipments and deliveries as needed.
• Perform ad hoc photocopying and scanning tasks.
• Provide general administrative support, as required, to ensure smooth office operations.

Property Maintenance Assistance:

• Liaise with contractors and assist in sourcing quotes for required services/works.
• Help manage inventories, including warehouse stock, and ensure proper organisation.

Purchasing Support:

• Print and frame photos as requested.
• Assist in sourcing and purchasing gifts as needed.
• Handle miscellaneous purchasing tasks as directed.

Memberships Management:

• Manage all memberships and ensure relevant information is up to date.

Artwork Database Management:

• Input and organise artwork details in the database, maintaining accuracy and consistency.

Christmas Gifting:

• Manage and verify accuracy of Christmas gifting distribution lists.
• Assist in sourcing gift options and purchasing hampers.
• Support logistics of distribution, including liaising with couriers and drivers for hand delivery.

Expense Forms:

• Complete expense claim forms for CEO and ensure timely reimbursement with the accounts team

Minimum Educational, Technical Qualifications/Certifications Required

• College diploma in a commercial or business discipline.

Minimum Professional Experience Required

• 3 years of experience in administration and office-related activities.
• Strong organisational skills with a keen eye for detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent communication skills, both written and verbal.
• Ability to work well in a team-oriented environment and manage multiple tasks efficiently.