Personal Assistant, Marketing and Office Administrator

SUMMARY:
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POSITION INFO:

Purpose of the role:

Responsible for providing general administration, secretarial, marketing and office related support to the CEO, COO and the Team.

General Admin:
Process reimbursements as requested and approved.
Reconcile credit card & loyalty statements. Liaise with the relevant stakeholders to resolve related queries.
Co-ordinate the company’s statutory document submissions and follow ups.
Engage with Legal and Compliance to ensure that service provider contracts and SLAs are up to date and tracked correctly.
Allocate and reconcile petty cash as required.
Relieve switchboard when required.
Ensure annual renewals for cell phones, post box & car licences are done timeously.
General office ad hoc duties such as taking minutes, typing, filing, scanning, etc.
Administer vouchers for birthdays, prizes and events.
Maintenance of company insurance policy.
Process payments and requisitions through the agreed process as required.

Marketing
Administer the company’s Facebook account and other social media accounts.
Update and maintain the intranet site. Effectively utilise the intranet to drive usage.
Assist with drafting communications and placing onto the appropriate platform for distribution.
Co-ordinate and compile surveys via the survey platform.
Custodian of all marketing material for all marketing use (mailers, brochures, presentations, templates etc).
Propose new ideas and concepts for social media, content sourcing and company brochures.
Facilitate orders for branded stationary and other items as needed.
Collaborate with stakeholders (internal and external) to extract content writing for social media platforms and marketing material.

Operations
Receive and welcome guests as required.
Create birthday emails and send to the team electronically for all team members.
Create farewell and congratulations cards as required.
Provide support to the CEO and COO as required.
Update the parking allocations and ensure the available parking bays are effectively allocated and managed through consultation with HR.
Manage the issuing and collection of gate remotes.
Maintain routers and data top ups, ensuring these are available and in working order when required.
Managing of headsets; ensure that there is sufficient availability of headsets. Purchase additional headsets through IT and manage the allocation thereof.
Arrange for flowers or a suitable alternative to be sent to employees when specified events occur.
Facilitate the car wash process.
Engage with the relevant teams to resolve queries raised.
Collaborate with HR on people related events or change.
Provide support to ad hoc office projects.

Facilities
Ensure office and cleaning supplies are always replenished.
Ensure the pest control services are scheduled at the agreed intervals.
Liaise with the service provider to ensure that the office plants are maintained.
Oversee that the required levels of service delivery with Red Alert are maintained. Perform ad hoc checks and provide feedback to the allocated Manager. Ensure changes are implemented.
Co-ordinate the maintenance of the air-conditioning system.
Liaise with the electrician to resolve all electrical services.
Liaise with all relevant stakeholders to effectively manage the office facilities.

Internal committees
Health and Safety – effectively carry out the duties of the Health and Safety Representative. Liaise with the Health and Safety team to support the team.
Internal Marketing Team – collaborate and guide the marketing team to ensure that the objectives are met. Co-ordinate the marketing team activities, assist with proposals and with implementing initiatives.

Travel
Flights
Make travel arrangements either directly or through agreed service providers, ensuring all details are correct.

Car Hire
Contact Car Rental company or an agreed alternate service provider for the arrangement of car bookings, ensuring all details are correct.

Accommodation
Responsible for arranging accommodation as required.

Diary & Boardroom Management
Diary Management
Setup meetings for Management Team as & when required.
Review calendars and provide recommendations for appropriate scheduling of meetings, training sessions etc.
Manage the CEO and COO’s diaries and emails as requested.

Boardroom Management
Manage boardroom calendars & ensure availability.
Ensure the boardroom has the required resources, for example flipcharts, markers etc.
Ensure refreshments and snacks are set up before scheduled meeting if required.

Catering
Research suitable catering providers when needed.
Co-ordinate the purchasing of fruits, snacks, refreshments or lunch when required.
Manage the vending machine and or catering company relationship.

Events co-ordination
Responsible for arranging, co-ordinating and contributing to events.
Assist with research relating to teambuilding and events when required.

Kitchen
Responsible for making arrangements for the purchasing of groceries as required.
Place weekly orders with Pick n Pay or an alternate provider for delivery to the office.

Education / Experience

Matric.
Secretarial course / office admin certificate will be an advantage.
At least 3 years’ experience in a related/relevant field of work is required.
Proven track record of good work performance is essential.
Excellent communication and collaboration skills.
Marketing skills.
Valid driver’s license with own vehicle.