Executive Assistant and Office Admin

SUMMARY:
Executive Assistant and Office Admin

POSITION INFO:

As the executive assistant, you will work closely with the Managing Director (MD) to support the organisation’s strategic goals, improve its market position, and achieve financial growth. This role involves professional stakeholder communication, exceptional organisational skills, and assisting the MD in various business activities.

Your responsibilities will include procurement, project management, contract management, business development, HR, reporting, administration, invoicing and payments, meeting coordination, bookings, errands, and planning and executing travel and events. You will also attend business and networking functions as a representative of the company.

This position offers the opportunity to develop your organisational and operational skills while contributing to the short- and long-term objectives of the business. The role is based in Johannesburg, South Africa, with potential travel to Tanzania and other countries.

Responsibilities and duties

General administration

• ·        Support the Managing Director with administrative and project-related tasks.
• ·        Act as the primary contact between the MD and internal/external stakeholders.
• ·        Manage phone calls, correspondence, diary schedules, and appointments.
• ·        Take minutes and produce reports, presentations, and briefs.
• ·        Maintain office filing systems and prepare documents for mailing or courier services.
• ·        Source office supplies and manage procurement activities, including quotes and supplier negotiations.
• ·        Manage travel arrangements for the MD, business partners, and staff.
• ·        Assist with HR processes and related issues.
• ·        Coordinate events, including corporate dinners and public relations activities.
• ·        Perform tasks to support the MD’s domestic and business-related activities, including managing domestic staff and properties.

Bookkeeping and accounting duties

• ·        Process invoices and manage payments.
• ·        Handle issues related to purchase orders and billing disputes.
• ·        Perform basic bookkeeping and accounting tasks.
• ·        Liaise with external auditors for monthly financial reporting.
• ·        Prepare budgets and monitor expenditures to ensure adherence to financial plans.
• ·        Assist with tax submissions and returns.

Export and logistics

• ·        Prepare invoices and packing lists for export shipments.
• ·        Manage customs, SADC, and air waybill documentation.
• ·        Coordinate shipments and product registrations.
• ·        Prepare purchase orders as needed.

Organisational contribution

• ·        Foster positive working relationships across all business units.
• ·        Ensure compliance with office policies, procedures, and codes of conduct.
• ·        Complete tasks on time and to a high standard.
• ·        Undertake additional duties and special assignments as required by senior management.

Requirements

• ·        Expertise or background in executive assistance, office management, procurement, finance, project management, export and logistics, or business development.
• ·        Proficiency in Microsoft Office, with knowledge of accounting software being advantageous.
• ·        Interest or experience in the SADC region or Africa.
• ·        Excellent organisational and social skills, with attention to detail.
• ·        Previous international experience is advantageous.
• ·        Strong written and spoken English skills.
• ·        Bachelor’s degree or higher qualification.
• ·        Valid driver’s licence.

We are looking for someone who can start as soon as possible and are offering a competitive salary for the right candidate.

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