Executive Assistant (Afrikelp)

SUMMARY:
Responsible for the clerical and administrative function

POSITION INFO:
DUTIES AND RESPONSIBILITIES

• Provide day-to-day administrative support throughout the company to ensure efficiency and maintain compliance with company policies
• Supervise members of the administrative staff, equally dividing responsibilities to improve performance
• Full travel arrangement duties for the Afrikelp management team as well as visitors as and when required
• Minute taking at Board Meeting and Audit and Risk committee meeting
• Full events coordination, including, sourcing conference facilities, liaising with responsible individuals to ensure smooth flowing of the events.
• Manage emails, letters, packages, phone calls and other forms of correspondence
• Create and update databases and records for financial information, personnel and other data
• Monthly purchasing of cleaning & office supplies, tracking and replacement thereof to avoid interruptions and shortages
• Submit reports and prepare proposals and presentations as needed
• Develop and review administrative SOPs
• Prepare and obtain purchase requisition approvals
• Complete and submit credit application to new suppliers
• Ensure building maintenance issues are taken care of
• Ensure Company Vehicles are properly managed & all services & licensing is done timeously.
• Ensuring Product Licenses & Registration renewals are communicated to the responsible department throughout the group
• Management of ISO-9001 (NCR’s recorded and admin of all training recording etc. for annual audits)
• Management of promotional items
• Health and Safety as well as HR & Transformation administrative support
• Weekly & monthly payment processing and dissemination of POP’s to suppliers
• Coordinate annual Health and Safety training and daily management of Health and Safety issues
• Act as first point of contact with IT service provider
• Attend to insurance matters
• Monthly reconciliation of Management Credit Card spend
• Managing of petty cash (ZAR & Forex) and submission to accounts for month-end processing
• Accurate record keeping
• Assist in other responsibilities as needed

• Matric is essential
• A tertiary qualification in business administration or equivalent will be advantageous
• At least 3year’s work experience within a similar role
• At least 3years’ experience in events coordination
• Health and Safety Officer experience will be advantageous
• Ability to multitask and thrive under pressure
• A self-starter who needs no supervision
• Ability to work in organized and efficient manner
• Must be a team player
• Ability to work in a manufacturing environment held to specific regulations and deadlines.
• Good verbal and written communicator
• This role involves 20% travel (locally, within the Western Cape province)