Job Description Main Tasks and Responsibilities Manage the day-to-day office tasks of the FM Prepare background documents and outgoing mail as necessary.
Monitor, screen, respond to and distribute incoming communications Maintain accurate calendars with an understanding of prioritizing important deliverables Act as a liaison for the FM for internal and external inquiries Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.
Review and summarize miscellaneous reports and documents.
Assist FM to Draft high-level presentations, communications and documents using Word, Excel and PowerPoint Collaborate with other team members to organize various corporate events.
Manage and maintain executives' schedules, appointments, and travel arrangements.
Conduct research, collect, and analyze data to prepare reports and documents for FM Prepare monthly expense reports for FM Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Assist with the management of Head Office payroll (about 35 people).
Load payments for release.
Handle insurance claims The Employee requires these skills and experience in order for it to carry out its business.
Ensure the FM's diary is optimally managed for internal and external responsibilities and duties Liaise with other stakeholders to coordinate various meetings Schedule meetings for FM to meet with direct reports and their teams at intervals as agreed.
Provide confidential secretarial support to the FM.
Recording and typing agendas, minutes, memos, letters, reports and presentations for the FM when required.
Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail) Book venues for meetings and organizes refreshments Ensure database with contacts and telephone numbers and e-mail addresses is established and maintained.
Support FM with compliance to company policies and ensure FM is kept abreast of policy changes.
Scout and maintain an awareness of FM's portfolio and advise the FM of information and or matters of interest such as conferences, seminars etc.
Travel Arrangements Responsible for making travel arrangements for the FM by: Liaising with people and companies to be visited to arrange suitable dates and venues.
Arrange flights tickets, accommodation, car hire etc.
Support the FM with trip planning and prepare detailed itineraries for the FM The above will also include travel for personal purposes such as commuting flights etc.
Ability to maintain confidentiality surrounding company materials and information High English communication skills, judgment and decision-making ability Qualifications 3 to 5 Years Minimum Experience in an administrative support role At least 2-3 years' experience as an FM assistant Relevant software application (MS Office Suite) Pastel (accounting and payroll) (preferred) Diary Management Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.
Able to work in a fast-paced environment.
Working under pressure Deadline driven.
Strong attention to detail.
Accurate/Meticulous/Efficient/Strong/Confident Good communication skills Excellent verbal, written, telephone and interpersonal skills.
Computer literacy including developed skills on (MS Office Suite) The ability to manage own workload and to work as part of a team.
Honest and Reliable Additional Information Closing Date: 31 October 2024 Salary: Market related If you struggle to upload your cv please visit our website at www.clearleaf.co.za.
Click on Jobs Available , the position you are interested in and click on I'm Interested and upload your cv to apply for the position. Alternatively email your cv to the email address on our website.
