Executive Assistant / Office Manager

Job Functions:

1. Provide a comprehensive Executive PA service to CEO.

• Manage executive diary.
• Manage corporate credit card : purchases, functions, staff welfare, day to day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and clients’ meetings.
• Research for and prepare meeting agendas.
• Produce professionally typed documents as requested.

2. Provide a comprehensive day to day service on the smooth running of the office.

• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposal.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
• Escalate unresolved queries to CEO, COO, and related departments.
• Manage personal administration and documents.
• Ensure the smooth running of the office on a day-to-day basis.
• Oversee maintenance of office equipment.
• Support staff in maintaining a positive, work effective environment at the office.
• Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

3. Ensure a superior front office service is provided at all times through management of reception staff.

Monitor and ensure :

• Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

4. Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staff

Monitor and ensure :

• Cleaning staff operate according to set standards (job profile, company standards)
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

5. Ad Hoc projects

• Arrange special events (e.g., year-end functions and conferences)
• Conduct research as and when requested by CEO.
• Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

Facilitate:
Implementation and maintenance of procedures and administrative systems.
Internal controls
Legal contracts
Other projects as identified.
Team building
Staff functions
Meetings with cleaning staff, receptionist, chef.

Job Requirements:

• 7 Years Executive PA experience
• Ideally in Finance and Motor industry
• National Senior Certificate

Key relationships

• Internal – Executive Directors and Management, Resident staff, Group Executives, HR.
• External – Insurance Companies, Service Providers and Customers

Technical (systems) knowledge required

• All Microsoft Suites – intermediate
• First assist system (Dreamtec)