SAOTA, Cape Town, Western Cape, South AfricaTeam Admin AssistantAt 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.RESPONSIBILITIES Include But Not Limited To:Diary management and coordination of priorities for the team leadersPlan and schedule meetings, conferences, teleconferences, and travel while ensuring the executive is aware of the scheduleFollow up with team members for information required for meetings and ensuring such information is ready prior to the start of the meetingsEnsure that cyclical/recurring meetings take placeManage and organize bookings for projects while updating and keeping track of project programs & deadlinesScreening of direct calls to relevant partyTyping and meeting minutesManagement of Outlook mailboxes (including filing) as well as setting up and administration of generic email responsesCreation and maintenance of administrative databasesAssistance with team timesheets and overtime approvalsManage travel arrangements, including sourcing best pricing and ForexAssist with stationery ordersPreparation for client visits – arrange catering and relevant documentation and logistics for meetingsSupport and assist staff with administrative tasks, as and when requiredOccasional assistance with matters of a personal natureSACAP: 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:Exceptional level of accuracy and attention to detail.Discretion and confidentiality are essential to the role.Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities.Excellent knowledge of the Microsoft Office Suite.Ability to remain calm, multitask and work under deadline driven pressure.Ability to build good relationships at all levels and the ability to work well in a team.Minute taking and touch-typing skills.Excellent organizational skills.Able to manage sensitive and confidential information.Able to work without supervision, to use initiative and be proactive while working within a team.Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.There will occasionally be a requirement to work additional hours which may include weekends.Able to demonstrate a high degree of professionalism.International travel booking experience (VISA's, foreign currency etc.).All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.Seniority levelEntry levelEmployment typeFull-timeJob functionAdministrativeIndustriesArchitecture and Planning
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