EXECUTIVE ASSISTANT / OFFICE ADMINISTRATOR

Recruiter:

Time Personnel

Job Ref:

CPT003875/Meg

Date posted:

Friday, October 4, 2024

Location:

Capetown, South Africa

SUMMARY:
Are you highly adaptable, efficient, and proactive when it comes to managing the daily operations of a fast-paced office?

Our client based in the CBD requires an Executive Assistant who can thrive in a high-energy environment – being the first point of contact for Directors and the Sales team. The ideal candidate must have a proven track record in the corporate sector, demonstrating competence, accuracy, and proficiency in managing deadlines and priorities.

POSITION INFO:
REQUIREMENTS

Matric, relevant qualification advantageous
4+ years of experience in an office admin role
Strong attention to detail
Able to multi-task and handle multiple projects that run concurrently to completion
Excellent telephone email/etiquette.
Be thoroughly organised and able to follow through with tasks to completion
Be proactive and solution driven
Ability to work independently and as part of a team.
Positive cheerful demeanour

DUTIES

Manage Reception Area Switchboard – taking messages if staff is unavailable
Welcome guest- offer something to drink
Manage Office Supplies, Printer, Stationery, Groceries (weekly order)
Office equipment (laptops, mouse, monitors, headsets
Travel and Accommodation / Build relationship with travel support company
Be the first point of call and know what travel is being booked
Staff events: Assist with booking and co-ordination of all staff and incentive functions
Payment of invoices, make sure invoices are sent to accounts payable and paid on time
Assist accounts with invoice queries/ Invoice following ups
Recon of bank statements / Expense claims (collate slips add expense to spread sheet)
Follow up on discrepancies/queries on statements
Ensure duties are completed daily and office hours are kept to
Coordinate with Sales/Marketing assistance
Maintain a neat and orderly space and keep it under lock and key
Maintain Birthday list and communicate wishes with the team
Assist with People related functions, anniversaries, year-end functions etc.
Staff Onboarding
Assist HR to prepare induction packs for new starters (list of material required)
Assist with food and drink arrangements during induction week
IT equipment Procurement
Understand payment terms and communicate payments terms
Support MD: Assist with ad hoc tasks and requests

Salary: R negotiable dependent on experience

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