Executive Assistant

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