A recent professional profile photo is to accompany your applicationEMPLOYMENT TYPE : PermanentSECTOR : ManagementBASIC SALARY : R20 000START DATE : A.S.A.P / ImmediateREQUIREMENTS:Own vehicle and a valid driver's license5+ years working experience as an Office Manager and/or Executive AssistantStrong administrative and project management skillsMust be able to multi-taskCertificate in administration or any other relevant qualificationHealth and Safety certifications will be advantageousDUTIES:Assistance to CEO and Exco members:General administrative functions: Managing daily office operations, including handling correspondence, filing, and record-keeping to ensure efficient office functionCalendar management: Maintain and update the diaries of Exco members by scheduling appointments, meetings, and other events to avoid conflicts and ensure optimal time managementTravel Arrangements: Organize travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is includeAssist in arranging on-site and offsite events: Ensure smooth logistic coordination for all events. Provide on-site support during events to ensure everything runs smoothlyProcurement:Consumable orders (weekly, monthly)Manage office related suppliersStationery ordersCouriersGeneral Office duties:Managing the cleaning staff member(s) duties and ad-hoc dutiesFacilitate board meetings or external meetings (refreshments and equipment required)Manage the relationship with stakeholders including but not limited to the landlord (e.g., reporting any issues, requesting parking etc.), vending machine supplier, florist, and all food and beverage vendorsCalendar and meeting room duties:Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings.Ensure that the boardroom is always clean and tidyHR assistance:Assist HR with stipulated onboarding and off boarding tasksEnsure all new hires desks are set up on their first day with a welcome pack and all necessary onboarding coordination has been arrangedMonitoring the reception area:Welcome and greet visitors/clients with a positive demeanor, ensuring a professional and amiable initial encounter.Maintaining vigilance over the reception area to ensure its cleanliness and tidinessAssisting and ensuring visitors are offered refreshmentsMaintaining constant vigilance and attendance in the reception areaDirect visitors accurately to the appropriate meeting rooms or officesHealth and Safety:Daily & weekly:Regular building walk through to check for any repair items requiredWeekly fire equipment checks to ensure that it is in orderMonthly:Perform monthly first aid box checklistPerform monthly first aid machine checksPerform monthly SHE checks in the buildingPerform H&S orientations for all new startersLog all SHE checks to Building MaintenanceUpdate roll call sheetsQuarterly:Confirm evacuation signage in 4 sectors still validAnnual:Perform annual fire prevention checkAd hoc:Ensure Building Maintenance fixes all items identified within 30 daysHOURS:Monday to Friday: 08:00 17:00
