SUMMARY:
My Client a company that does interior design, is looking for an Executive Assistant. Industry Experience is a huge plus
POSITION INFO:
Please see Comprehensive list of duties below:
1. Calendar Management: Scheduling meetings, appointments, and managing travel arrangements for director. a. Contact director every morning to discuss and remind her of the daily appointments and meeting.
2. Communication Liaison: Acting as a first point contact and handling emails, phone calls, and other communications, ensuring important messages are relayed promptly. a. Typing / compiling of emails, letters or any other documentation on the director behalf as requested. b. Implementing and maintaining procedures/administrative systems liaising with staff, suppliers and clients, filing and monitor expenses. c. Miscellaneous tasks to support Director that might be required. d. Dealing with all escalated enquiries and complaints.
3. Project Coordination: Assisting in the planning and execution of design projects, coordinating timelines, and liaising with clients and vendors. a. Provide feedback and updated to director, staff and clients on projects b. Ordering of all materials for each project c. All documentation required for projects such as quotes, invoices, statements, orders etc
4. Document Preparation: Preparing reports, presentations, and other documentation needed for meetings or project proposals. a. Take accurate and comprehensive notes at meetings
5. Research: Conducting research on design trends, materials, and new business opportunities. a. Sourcing of materials locally and internationally for project b. Information on products and details for materials required for project c. Lead times of delivering of items and materials for project
6. Budget Management: Assisting with budget planning, tracking expenses, and preparing financial reports. a. Typing and editing of profit sheet documents for each project b. Analysing report for budgets, project cost, monthly cost for director on each project
7. Client Relations: Managing client interactions, setting up meetings, and ensuring high levels of client satisfaction. a. Taking minute meetings on all projects
8. Office Management: Overseeing the smooth running of the office, ordering supplies, and managing administrative tasks. a. Managing databases and filing systems b. Operating copy equipment, fax machines, printers or other equipment necessary.
9. Event Planning: Organizing company events, including client presentations, team-building activities, and promotional events. a. Plan travel, including flights, accommodation and transportation including all documentation required. b. Ensuring all travel documentation are up to date (renewing passports, licenses etc)
10. Personal Assistance: Providing personal support to executives, such as managing personal appointments and tasks. a. Ordering items online for staff and director (PNP, Checkers, Woolworths, Babor, items for kids and school etc) as required. b. Assisting with liaising with Au pair on travel arrangements for kids c. Payroll for house staff d. Ordering gas and electricity for staff member
PROCUREMENT:
1. Sourcing Suppliers: Identifying and evaluating potential suppliers and vendors for materials, furniture, and other design elements.
2. Negotiating Contracts: Negotiating terms, pricing, and contracts with suppliers to ensure the best deals and quality for the company.
3. Inventory Management: Maintaining inventory levels, tracking stock, and ensuring timely restocking of materials and supplies.
4. Quality Control: Assessing the quality of procured items to ensure they meet the company''s standards and client expectations.
5. Order Processing: Placing orders, monitoring delivery schedules, and ensuring that materials arrive on time for projects. a. Act as a point of contact between the company and suppliers Identify potential suppliers based on project requirements b. Negotiate contracts, terms and deadlines with vendors and suppliers c. Monitor and update director and staff regarding price fluctuations of goods and vendor pricing d. Attend meetings with the staff, vendors and suppliers. e. Communicating with director regularly regarding the efficient flow of goods and services affecting production f. Coordinating with shipping agencies and sellers to ensure timely deliveries and oversee the integrity and quality of delivered goods and services
6. Budget Management: Managing procurement budgets, tracking expenses, and ensuring cost-effective purchasing practices. a. Ensure cost-effective strategies for the purchasing of materials used in the business or projects b. Conducting ongoing cost analyses and setting benchmarks for improvement for every project
7. Supplier Relations: Building and maintaining strong relationships with suppliers to ensure smooth and reliable supply chains.
8. Market Research: Conducting market research to stay updated on industry trends, new materials, and innovative products.
9. Compliance: Ensuring all procurement activities comply with legal and company policies, including sustainability and ethical sourcing standards.
10. Record Keeping: Maintaining accurate records of purchases, contracts, and supplier performance for future reference and audits.
11. Cost Management: Evaluating spending operations while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveries a. Developing risk management procedures to mitigate losses in the event of product shortages b. Control and monitor authorizations of payments and managing purchasing expenses as approved by the director.
PROJECT CO-ORDINATOR:
1. Project Planning: Assisting in the development of project plans, timelines, and schedules to ensure projects are completed on time and within budget. a. Maintaining and monitoring project plans, project schedules, work hours, budgets, and expenditures. b. Organizing, attending, and participating in meetings for every project c. Documenting and following up on important actions and decisions from meetings. d. Preparing necessary presentation materials for meetings. e. Ensuring project deadlines are met and managing project time lines. f. Developing project strategies with the director and designers. g. Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project. h. Assess project risks and issues and provide solutions where applicable. i. Regular liaising with director and all staff regarding any concerning project details and deliverables, tracking and reporting project progress j. Analyzing client’s expectation as required and provides regular feedback to clients. k. Ordering and arranging of all materials required for project and assisting with ensuring all items are delivered according to the projects requirements l. Overseeing the delivery of projects and making adjustments as necessary to ensure they are delivered to specifications and high standards m. Identifying and resolving any problems in the production process and find solutions in order to maximize efficiency and revenue
2. Resource Allocation: Coordinating the allocation of resources, including materials, equipment, and personnel, to meet project requirements.
3. Client Communication: Serving as a point of contact for clients, providing updates on project progress, and addressing any concerns or changes in requirements.
4. Team Coordination: Facilitating communication and collaboration among team members, including designers, contractors, and suppliers. a. Observing, reviewing and analysing processes to identify inefficiencies and areas where improvements could be made b. Serving as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy
5. Budget Tracking: Monitoring project budgets, tracking expenses, and ensuring financial resources are used efficiently. a. Assessing and analysing budgets to find ways to minimize expenses and optimize profits b. Inspiring and motivating employees to perform at their best through positive encouragement
6. Documentation: Maintaining project documentation, including contracts, permits, and design schedules, to ensure accurate record-keeping. a. Create a project management calendar for fulfilling each goal and objective. b. Adjusting schedules and targets on the project as required and/or financing due to project changes
7. Quality Control: Ensuring that all project deliverables meet the company''s quality standards and client expectations. a. Performing quality control on the project throughout development to maintain the standards expected b. Meeting with suppliers to review and inspect all materials ordered for project is completed to high quality standards
8. Problem Solving: Identifying and resolving any issues or obstacles that may arise during the course of a project.
9. Vendor Management: Coordinating with vendors and suppliers to ensure timely delivery of materials and services.
10. Reporting: Preparing and presenting regular project status reports to executives and clients. a. Collecting and analyzing feedback from customers and other project users to ensure satisfaction and success.
GENERAL & OTHER:
1. Strategic Planning: Developing and implementing business strategies to achieve company goals and objectives. a . Identifying opportunities to improve the business’ policies or objectives b. Participating in meeting with director to discuss and analyze company objects and future budgets
2. Team Leadership: Leading, managing, and motivating the team to ensure high performance and employee satisfaction.
3. Budget Management: Overseeing the company''s financial activities, including budgeting, forecasting, and financial reporting. a . Assisting director in compiling annual budget information and reports b. Overseeing accounting, bank processes and money handling, monitoring the financial data and recommending solutions to improve profitability
4. Operations Management: Ensuring the smooth operation of day-to-day business activities, including project management and client services. a. Maintaining all policies and procedures manuals b. Performing clerical accounting and general office duties as needed c. Building strong client relationships to maintain old business and acquire new customers d. Assist director will all requirements in time of absence to ensure all projects and office is running smoothly. e. Assisting with all local and international projects f. Reporting office progress to director and working with them to improve office operations and procedures
5. Client Relations: Building and maintaining strong relationships with clients, ensuring high levels of client satisfaction, and addressing any issues that arise. a. Communicating with clients to ensure that all of their needs are understood and addressed b. Acting as the company''s representative to ensure that the client''s demands are met and to ensure a positive customer experience. 6. Business Development: Identifying and pursuing new business opportunities to drive growth and profitability.
7. Compliance and Risk Management: Ensuring the company complies with legal and regulatory requirements and managing any potential risks.
8. Marketing and Branding: Overseeing marketing strategies to promote the company''s services and enhance its brand image. a. Ensure website and all social media it up to date b. Assisting director to update all company policies and terms and conditions
9. Performance Evaluation: Monitoring and evaluating the performance of the team and individual employees, providing feedback and support as needed. a. Creating personnel folders for new hires b. Monitoring and projecting staffing needs c. Assisting director with the recruiting and training of staff. 10. Vendor Management: Building and maintaining relationships with key suppliers and vendors to ensure quality and timely delivery of materials and services.
SALES:
1. Client Acquisition: Identifying and reaching out to potential clients to generate new business opportunities. a. Contact new and existing customers to discuss needs and maintain long-term relationships b. Assisting with product information and technical details required by clients and team. c. Purchasing of materials for projects and sourcing of materials locally and internationally. d. Assisting with clients enquiries and complaints e. Preparing sales budgets, projections and approving of expenditures with director f. Identifying and research markets for new sales opportunities.
2. Relationship Building: Establishing and maintaining strong relationships with clients to ensure repeat business and referrals.
3. Product Knowledge: Staying informed about the company’s services, materials, and design trends to effectively sell to clients.
4. Sales Presentations: Preparing and delivering compelling sales presentations to showcase the company’s capabilities and past projects.
Preparing quotes and estimates for clients, ensuring accuracy and competitiveness.
6. Negotiation: Negotiating terms, pricing, and contracts with clients to close deals while maintaining profitability.
7. Sales Reporting: Tracking sales activities, maintaining records, and preparing regular sales reports for management.
8. Market Research: Conducting market research to identify new trends, opportunities, and competitors in the industry.
9. Follow-Up: Following up with clients post-sale to ensure satisfaction and address any additional needs or concerns. a. Keeping in contact with clients to ensure long term relationships
10. Networking: Attending industry events, trade shows, and networking opportunities to promote the company and generate leads
ACCOUNTING:
1. Financial Reporting: Preparing and analyzing financial statements, including balance sheets, income statements, and cash flow statements. a. Assist Accountants and director with creating and editing financial documents. Organize the bookkeeping processes of the company. b. Provide accountant with monthly schedule, tax invoices, supplier invoice, petty cash, slips and statements c. Liaise with director on any financial reports, month end budgets and all payments
2. Budget Management: Assisting in the development of budgets, monitoring actual spending against budgets, and preparing budget reports.
3. Expense Tracking: Recording and managing all company expenses, ensuring they are accurately categorized and documented.
4. Invoicing: Issuing invoices to clients, tracking payments, and following up on overdue accounts.
5. Payroll Management: Processing payroll, assisting with payments of salaries, taxes, and other deductions, and ensuring timely payment to employees. a. Assisting with house staff payments and loans
6. Tax Compliance: Preparing and filing tax returns, ensuring compliance with all relevant tax regulations and laws.
7. Cost Analysis: Analyzing costs of materials, labor, and other expenses to find areas for cost savings and efficiency improvements.
8. Financial Forecasting: Creating financial forecasts to assist in business planning and decision-making. 9. Internal Controls: Implementing and monitoring internal financial controls to ensure the accuracy and integrity of financial data.
MARKETING:
1. Market Research: Conducting research to identify market trends, customer preferences, and potential new markets for services. a. Sourcing of new data base clients for marketing emails and social media
2. Brand Management: Developing and maintaining the company''s brand image and ensuring consistency across all marketing materials.
3. Content Creation: Creating engaging content for the company''s website, social media, newsletters, and other marketing channels. a. Designing and creating content for all advert to be approved by director
4. Digital Marketing: Managing online marketing campaigns, including social media, email marketing, and search engine optimization (SEO). a. Overseeing social media marketing (Facebook, twitter, Instagram etc) Updating website and assisting with all marketing. b. Assisting with all enquiries on the marketing emails and social media platforms
5. Advertising: Planning and executing advertising campaigns to promote the company''s services and attract new clients. 6. Client Engagement: Developing strategies to engage and retain clients.
7. Collaboration: Working closely with the director to ensure marketing materials accurately reflect the company''s projects and capabilities.
8. Performance Analysis: Tracking and analyzing the performance of marketing campaigns to determine their effectiveness and make data-driven decisions for future efforts.
LOGISTICS:
1. Supply Chain Management: Overseeing the supply chain to ensure the timely and cost-effective procurement of materials and products.
2. Inventory Control: Managing inventory levels, tracking stock, and ensuring that materials are available when needed for projects.
3. Vendor Coordination: Coordinating with suppliers and vendors to ensure timely delivery of materials and resolving any issues that arise.
4. Shipping and Receiving: Managing the shipping and receiving of materials, furniture, and other design elements, including inspecting deliveries for accuracy and quality. a. Ensuring all items are packaged and securely wrapped to company and clients satisfaction b. Ordering of all packaging materials c. Visiting sites/stores and supervising all packaging of products and goods, to ensure all packaging is high quality standard. d. Ensuring all documentation for the transport is in order Obtaining SARS and/or any related documentation and certificates e. Updating clients and team on updates of shipments and lead times.
5. Warehouse Management: Overseeing warehouse operations, including the organization and storage of materials and products.
6. Transportation Logistics: Planning and coordinating the transportation of materials to project sites, ensuring timely and efficient delivery. a. Negotiating with import and export companies on best rates for shipments b. Arranging of all deliveries local and internationally
7. Project Scheduling: Assisting in the development of project schedules, coordinating the delivery of materials to meet project timelines.
8. Cost Management: Monitoring and controlling logistics costs, identifying opportunities for cost savings and efficiency improvements.
9. Compliance: Ensuring compliance with all relevant regulations and company policies related to logistics and transportation.
10. Problem Solving: Identifying and resolving any logistical issues that may arise during the course of a project.
Requirements
Must have 5 to 7 years experience working as an Executive PA
Must have experience working in various areas of the business i.e Operations, Finance, Project Management etc
Must have Own vehicle
Software requirements: All Microsoft Office programs (Word, Excel, Power point etc), Outlook.
We are looking for someone that has some design background or experience in interior design, decorating etc
Must be available immediately or on short notice.
Must be well presented
Must have the ability to multi task and work under pressure
