Job OverviewThe incumbent will be responsible for managing the office of the MD by providing administrative and office-related support to all Company staff.Secretarial SupportManage and coordinate schedules for the MD and Marketing and Sales Director.Manage travel, accommodation, and other associated arrangements for MD, Marketing and Sales Director, and other senior COMPANY staff.Documents custodian for MD and Marketing & Sales Directors.Coordinate and prepare quality Board and Management meeting documents ensuring timely distribution.Ensure availability of boardrooms/meeting rooms for the MD and her visitors.Design and manage all administrative policies relating to Administration.Conduct daily/weekly diary meetings with the MD to discuss engagements and other requests.Minute management and staff meetings as required.Complete typing of documents and letters as required.Customer LiaisonManage security and related arrangements for MD, Marketing & Sales Director, and other senior COMPANY staff members' external visitors.Liaise with COMPANY customers ensuring effective "Gate Keeping."Schedule appointments with MD where applicable.Liaise with MD regarding sensitivities and follow instructions accordingly.Follow up on behalf of MD for timely delivery of outstanding tasks.Office SupportManage and account for all office furniture, equipment, and security, including access keys.Order office supplies as required.Manage and coordinate catering and refreshments for meetings.Arrange for cleaning and maintenance of offices.Manage office space and parking allocations.Document Control and Quality Assurance CoordinationEnsure development, implementation, and maintenance of the QMS.Manage and control office documents and filing system in line with COMPANY Quality System.Complete administration relating to COMPANY SHEQ targets and requirements.Draft appropriate policies and procedures relating to office administration.Design and implement a commercial contract management filing system.Human ResourcesManage leave administration.Provide a climate of sustained high performance through wellness initiatives and team building.Financial ManagementManage and issue petty cash.Process and quality check travel claims.Submit all office expenditure to the accounts department monthly.Coordinate Ad Hoc ProjectsUnderstand project scope and objectives.Use in-house resources and expertise to assist.Ensure timely, accurate delivery of tasks.Formulate project steps and milestones.Achieve project outcomes.RequirementsAssertiveness in interactions with various disciplines and cultures.Deadline-driven and decisive.Self-driven and goal-oriented.Ethical and trustworthy.Computer literacy (MS Office).Good verbal and written communication skills.Ability to work under pressure.Good interpersonal and organizing skills.Willingness to work overtime on short notice.Able to work independently and as part of a team.Grade 12 coupled with a Secretarial Diploma.Five to seven years of Executive PA/Office Management experience.Seniority LevelMid-Senior levelEmployment TypeFull-timeJob FunctionAdministrativeIndustriesStaffing and Recruiting
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