Team Admin Assistant

At SAOTA, we have a clear understanding of the place of design in the world and how to deliver architectural projects in diverse markets. Our success is driven by a design philosophy that connects function and form, and the pursuit of true architectural design to create appropriate solutions. The philosophy of practice is embodied in the spirit of enquiry that flourishes amongst our staff.

The primary function of this role is to provide high-level administrative support to the Team Leaders and from time to time to fill in or provide assistance to other support functions in the organization.

Please note that the successful applicant must reside in Cape Town or Durban.

RESPONSIBILITIES include but are not limited to:

1. Diary management and coordination of priorities for the team leaders.
2. Plan and schedule meetings, conferences, teleconferences, and travel while ensuring the executive is aware of the schedule.
3. Follow up with team members for information required for meetings and ensuring such information is ready prior to the start of the meetings.
4. Ensure that cyclical/recurring meetings take place.
5. Manage and organize bookings for projects while updating and keeping track of project programs & deadlines.
6. Screening of direct calls to relevant party.
7. Typing and meeting minutes.
8. Management of Outlook mailboxes (including filing) as well as setting up and administration of generic email responses.
9. Creation and maintenance of administrative databases.
10. Assistance with team timesheets and overtime approvals.
11. Manage travel arrangements, including sourcing best pricing and Forex.
12. Assist with stationery orders.
13. Preparation for client visits – arrange catering and relevant documentation and logistics for meetings.
14. Support and assist staff with administrative tasks, as and when required.
15. Occasional assistance with matters of a personal nature.
16. SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists, etc.

ESSENTIAL SKILLS AND CRITERIA

1. Exceptional level of accuracy and attention to detail.
2. Discretion and confidentiality are essential to the role.
3. Fluency in both written and spoken English, with strong spelling, grammar, and proofreading abilities.
4. Excellent knowledge of the Microsoft Office Suite.
5. Ability to remain calm, multitask and work under deadline-driven pressure.
6. Ability to build good relationships at all levels and the ability to work well in a team.
7. Minute taking and touch-typing skills.
8. Excellent organizational skills.
9. Able to manage sensitive and confidential information.
10. Able to work without supervision, to use initiative and be proactive while working within a team.
11. Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
12. There will occasionally be a requirement to work additional hours which may include weekends.
13. Able to demonstrate a high degree of professionalism.
14. International travel booking experience (VISA's, foreign currency, etc.).

All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.