Office Manager/ Executive PA

SUMMARY:
An established international manufacturer of specialised agrochemicals is seeking an energetic and dynamic Administrator to provide effective and responsive administrative and organisational support to the Divisional Head and other management teams across all functions, as well as support to the Sales and Marketing Manager in coordinating the execution of the Marketing strategy and promotional plans.

POSITION INFO:


Minimum requirements for the role:

• Must have a Secretarial/ Administration Degree/ Diploma or an equivalent tertiary qualification
• At least 5 years’ experience in similar role will be required
• Executive PA level experience is essential
• Must have a valid driver’s license and own transport
• A technical understanding of Social Network design and functionality is important
• Above-average communication skills, specifically in English and Afrikaans, with the ability to interface with internal and external stakeholders of all levels, will be required
• Advanced Excel and PowerPoint skills are essential

• Managing the Divisional Head’s diary by scheduling internal and external meetings and visitations.
• Arranging necessary travel arrangements i.e. accommodation, flights and car hire through Travel-it system.
• Attending and taking minutes at management meetings when necessary.
• Providing necessary administration support to the rest of the management team.
• Managing reception and communication with customers and other stakeholders and directing them to relevant staff members.
• Overseeing the Security Service Provider contract.
• Creating Purchase Orders on the Financial System.
• Purchasing meals and refreshments for meetings and business events.
• Monitoring office supplies and ordering stationery and cleaning consumables.
• Organising the dispatch and receipt of parcels through courier services.
• Functioning as a Supervisor to the cleaning personnel.
• Ensuring proper filing for all R&D and Commercial critical documents.
• Providing full support to the Organisation in respect of department meetings, workshops, conferences and other business events.
• Coordinating the implementation of annual marketing plans flowing from business strategic objectives and operations plans.
• Identifying and reporting on competitor activity nationally.
• Working closely with the Marketing Manager to support seasonal campaigns and sales activities.
• Supporting the Marketing Manager with the coordination of all above the line marketing (digital, radio, print, PR, point of sale, events, customer presentations, etc) as well as below the line marketing (catalogues, sales tools, intranet, newsletters, reviews).
• Developing strong relationships, maintaining continuous dialogue and briefing of agencies, including but not limited to PR, Digital, Creative and Social Media.
• Working with stakeholders, staff and suppliers to maintain communication consistency at all customer and staff touch points.
• Coordinating all marketing activities and outputs to ensure that it is customer orientated and leads to a more involved, informed and improved customer experience.
• Performing general finance related administration duties such as invoicing, creation of purchase orders and payments to suppliers.

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