Job Summary: The Personal Assistant to the CEO and Office Manager plays a critical role in supporting the CEO by providing comprehensive administrative support, managing the executive office's day-to-day operations, and ensuring seamless coordination between the CEO and various stakeholders. This role also includes overseeing office management and reception functions, ensuring a smooth and efficient working environment for all team members.
Key Responsibilities: Office Management: Oversee daily office operations, including managing office supplies, equipment, and facilities. Coordinate and maintain office schedules, including meetings, appointments, and events. Serve as the primary point of contact for office-related matters, including liaising with vendors and service providers. Implement and maintain office procedures and systems to ensure smooth operations. Handle office-related correspondence, including phone calls, emails, and mail distribution. Manage office budgets, track expenses, and process invoices and payments. Ensure compliance with health and safety regulations, including maintaining a safe and organized work environment. Reception Assistance: Answering switchboard and transfer of internal calls. Greeting and directing any external visitors. Management of the Boardrooms and meeting schedules. Personal Assistance: Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, and expense reporting. Arrange and coordinate internal and external meetings, including preparing agendas, minute taking, and action items. Prepare and edit documents, presentations, and reports as needed. Assist with personal tasks and errands relating to home, privately owned rental properties, dog, and extended family. Handle confidential and sensitive information with discretion and professionalism. Manage personal tasks for the executive(s), such as booking appointments, handling correspondence, and running errands. Assist with special projects and other duties as assigned by the CEO. Requirements Proven experience as an Office Manager, Personal Assistant, or in a similar role. Strong organizational and time management skills with the ability to prioritize tasks effectively. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to work independently and as part of a team. High level of professionalism, integrity, and discretion in handling confidential information. Strong problem-solving skills and attention to detail. Ability to adapt to changing priorities and work well under pressure. Special Conditions: This position will be situated in our reception area. Full-time position based at our Head Office in Cape Town CBD. Ability to work after-hours as needed. Benefits Basic Salary
Provident and Group Risk post Probation
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