Executive Assistant

Recruiter:

Creative Sourcing

Job Ref:

Date posted:

Friday, February 18, 2022

Location:

CapeTown, South Africa

Salary:

R35k - 45k pm

JOB SUMMARY:
Executive Assistant based in Southern Suburbs Cape Town

JOB DESCRIPTION:

Introduction

We are looking for an expereinced and dynamic individual to join a leading group of companies as an Excutive Assitant

Duties & Responsibilities

Taking minutes:

Understand the different businesses within the group
Attend, record and transcribe minutes of management meetings, working groups and other meetings as required
Maintain meeting schedules and minute taking calendars
Ensure minutes of meetings are recorded in an accurate and timely manner
Drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and equipment
Taking rough notes that accurately reflect the decisions and discussion that took place during the meeting
Responsibilities and ownership must be clearly indicated within the minutes
Copying and distributing the minutes to all relevant people as detailed in the Participants section

Administrative support:

Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk-ins, ensuring correct department distribution
Keeping track of the call logbook and ensuring that all phone calls are responded to in a courteous and diplomatic manner
Allocation of car park spaces for qualifying staff
Ensure that cellphones are issued to qualifying staff members
Monthly cell phone reimbursement report
Manage the uniform process for the Group
Ensure that qualifying employees are fitted for uniforms and that the order is placed
Ensure that sample ranges are fully stocked and sanitized on a regular basis
Carry out ad hoc tasks allocated by the CEO and Senior Management when time permits.

Office Management

Ensure office policies and procedures are adhered to
Establish and maintain office SOP’s
General appearance and upkeep of offices
Manage the administration and support team at the Claremont office, i.e. Receptionist, Housekeeping staff, Concierge and Filing Clerk. This includes providing training on internal processes and systems and ensuring that all necessary functions are appropriately covered
Conduct performance appraisals with staff
Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
Assist HR with the onboarding process for new employees, i.e. set up of workstation and stationary

Desired Experience & Qualification

Qualifications:

· Relevant University Degree or Diploma. E.g. BComm Degree advantageous

Experience:

· Minimum 3 years’ experience as Office Manager/Administrator or similar role

Skills and Attributes:

· Ability and experience taking detailed minutes

· Excellent computer literacy

· Able to prioritise and ensure smooth execution of tasks

· Fluent in English – spoken and written

· Strong attention to detail and accuracy

· Maintain high levels of professionalism

· Well organized with an understanding of priorities and changing demands

· Organisational, planning and multi-tasking skills

· Communication skills

· Information gathering and information monitoring skills

· Problem analysis and problem-solving skills

· Judgement and decision-making ability

· Initiative

· Professionalism and confidentiality

· Attention to detail and accuracy

· Flexible

Specific Requirements:

· Clear health record

· Clear criminal record

· Clear credit record

· Vaccinated against covid-19 or prepared to be vaccinated prior to commencing job

Package & Remuneration

R35k - R45k depending on experience and qualifications

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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