Corporate Assistant / Pa

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EMPLOYMENT TYPE: Permanent

SECTOR: Corporate Assistant

BASIC SALARY: Market related with benefits

START DATE: A.S.A.P / Immediate

REQUIREMENTS:

1. Candidate must be able to handle confidential information with high-level discretion and professionalism.
2. Minimum of 3-5 years of experience in an administrative or executive assistant role.
3. Experience with managing and organising all travel arrangements.
4. Experience in marketing assistant and executive PA role will be advantageous.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
6. Exceptional organizational and multitasking abilities.
7. Strong attention to detail and accuracy.
8. Excellent time management and prioritization skills.
9. Superior written and verbal communication skills, with the ability to draft professional correspondence and reports.
10. Strong interpersonal skills to interact effectively with various stakeholders.
11. Proactive and self-motivated.
12. Strong work ethic and reliability.
13. Adaptability and ability to work under pressure.

DUTIES:

1. Manage the corporate travel portfolio booking of flights, accommodation, visas, car hire, and transfers.
2. Following travel procedures (trip forms etc.).
3. Liaising with travel agents for flights or booking flights directly.
4. Booking of accommodation (local, national and international).
5. Booking of car hire.
6. Manage VISA applications.
7. Managing weekly travel schedule.
8. Notifying insurance & HR of international travel.
9. Update travel profile for company.

MARKETING DUTIES:

1. Support the marketing department by performing various administrative tasks and coordinating marketing activities.
2. This role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.
3. Assist with printing of brochures and corporate stationery.
4. Assist in the preparation and distribution of marketing materials.
5. Management of marketing material inventory.
6. Ordering, printing, and issuing of business cards and other printed marketing materials.
7. Campaign coordination: Support marketing in the planning and execution of marketing events & campaigns.
8. Assist to coordinate logistics for marketing events, including trade shows and product launches.

ADMIN DUTIES:

1. Organizing, controlling, and management of filing & admin office & marketing office.
2. Files to be archived, new files opened & filing system to be maintained.
3. Marketing stock room and inventory to be managed & kept in order.
4. Administration duties and general PA duties needed by CEO or Financial Manager and Marketing Manager.
5. Letter writing, internal communications, expense claims on behalf of executives.
6. Update all contact lists, company organogram.
7. Provide administrative support to the CEO and Financial Manager & Marketing Manager.
8. Schedule and coordinate meetings, appointments, and travel arrangements.
9. Handle correspondence and communication on behalf of executives.
10. Answering of phone, screening of calls, and taking messages for CEO, Financial Manager & Marketing Manager.
11. Liaising with local, national and international clients.
12. Welcoming, friendly and polite.
13. Ordering of catering and coffee and tea.
14. Arranging with reception to have the flags of relevant visitors outside.
15. Company credit card statements reconciliation: Credit card statement to be reconciled monthly according to travel & marketing spend.
16. Assist with management of cellphone provider: Liaise with MTN on all cell phone billing issues as well as contract upgrades.
17. Distribution of cell phones (new and spare).
18. Updating of records with MTN and general issues (repairs, insurance claims).
19. Assist with the management of insurance policy travel declarations, insured items (cell phones, laptops, vehicles etc.).

INVENTORY LIST:

1. Keep updated record of all insured items.
2. Notify insurance of any changes in assets.
3. Insurance claims on damaged, lost or stolen items.