Job Description

Northern Suburbs. Market Related salary. Full time at office. MUST BE FLUENT IN ENGLISH AND AFRIKAANS.PurposeTo oversee the general administrative functions and any events or activities in the office. To create and maintain a professional and pleasant work environment, ensuring high levels of organisational effectiveness, communication, key-record keeping and coordination amongst departments.Assistance to CEO and Exco Members

• General administrative functions: Managing daily office operations, including handling correspondence, filing, and record-keeping to ensure efficient office function.
• Calendar management: Maintain and update the diaries of Exco members by scheduling appointments, meetings, and other events to avoid conflicts and ensure optimal time management.
• Travel Arrangements: Organise travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is included.
• Assist in arranging on-site and offsite events: Ensure smooth logistic coordination for all events. Provide on-site support during events to ensure everything runs smoothly.
• Work closely with the marketing department to understand their promotional needs and requirements (e.g., ordering promotional gear).

Procurement

• Consumable orders (weekly, monthly)
• Ad-hoc equipment required for the office (excludes IT equipment)
• Manage office related suppliers.
• Stationery orders
• Couriers (working closely with the Business Development team)

General Office Duties

• Managing the cleaning staff member(s) - duties and ad-hoc duties
• Ensuring that the kitchen operates as required (e.g., dishwasher, coffee machine)
• Closing procedures of the office (doors windows locked, aircons switched off)
• Managing General Spiceworks tickets (electrical, plumbing, printer, telephone, and IT issues)
• Facilitate 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 vendors.

Calendar and Meeting rooms duties

• Board Room and Meeting Rooms:

• Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings.
• Ensure that the boardroom is always clean and tidy.

Social Committee Assistance

• Assist the social committee as and when required to arrange functions and refreshments.

HR Assistance

• Assist HR with stipulated on-boarding and off-boarding tasks.
• Ensure all new hires desks are set up on their first day with a welcome pack and all necessary on-boarding coordination has been arranged.

Monitoring of packages/storeroom

• Arrange courier deliveries on request and maintain appropriate records.
• Ensure prompt collection of packages and deliveries from reception

Monitoring the reception area

• To open and close the front door for visitors.
• Welcome and greet visitors/clients with a positive demeanour, ensuring a professional and amiable initial encounter.
• Maintaining vigilance over the reception area to ensure its cleanliness and tidiness.
• Assisting and ensuring visitors are offered refreshments.
• Maintaining constant vigilance and attendance in the reception area.
• Direct visitors accurately to the appropriate meeting rooms or offices.

Health & Safety

• Arrange courier deliveries on request and maintain appropriate records.
• Ensure prompt collection of packages and deliveries from reception

Minimum Formal Qualification and Training

• NQF 5
• Certificate in administration or any other relevant qualification.
• Health and Safety certifications will be advantageous.

Minimum Work Experience

• 5+ years working experience as an Office Manager and/or Executive Assistant

Technical/Business Competence

• To effectively run errands, its necessary to have own vehicle and a valid drivers license.
• Professional representation of the company as a first point of contact.
• Strong administrative skills.
• Strong project management - planning, organisational & time management.
• Strong multi-skilling abilities.
• Excellent written and verbal communication and interpersonal skills.
• Problem solving.

Behavioural Competence

• Adapting and Responding to Change
• Delivering Results and Meeting Customer Expectations
• Following Instructions and Procedures
• Planning and Organising
• Working with People

General

• Dress code: Semi-formal always.
• Office based: Mondays to Fridays.
• Working hours: 7:30 - 16:30.

Please submit your CV with photo and kindly let me know what you are currently earning please?

Star Personnel Recruitment