Snr Administrative Officer

SUMMARY:
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POSITION INFO:
SENIOR ADMINISTRATIVE OFFICER, BRYANSTON-GAUTENG Reporting directly to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) SKILLS & EXPERIENCE REQUIRED Secretarial and Office Management Diploma or equivalent. A minimum of 5 relevant years’ relevant experience. Experience in a built environment consulting practice is preferred. Proven experience supporting senior managers or executives. Proficient in Microsoft Office Suite, particularly MS Word, Excel, PowerPoint and Outlook. Experience in the day-to-day supervision and management of staff. Experience in office management will be advantageous. Experience with Company Secretarial or Governance matters is an advantage. Thorough knowledge of corporate office operations and an understanding of organizational policies and procedures. Ability to format and type a full range of correspondence, reports, drafts etc. from rough draft, transcription, dictated notes, etc. Edit documents using knowledge of grammar, punctuation and spelling experience. Ability to take minutes at meetings. Ability to organize and maintain files electronically (including confidential files). Ability to compose complex letters and\/ or memoranda, securing information from a variety of sources and exercise judgment in the selection of items to be included. Ability to screen letters, memos, reports and other materials to determine action required. Excellent written and verbal communication. Proven ability to work under pressure, multi-task, meet deadlines and detail orientated. Excellent interpersonal skills with the ability to work with diverse individuals. Ability to analyze and present information visually and clearly. Report writing skills. Ability to work independently and as part of a team. Ability to manage complex schedules, priorities, and competing deadlines. Demonstrated ability to handle sensitive information with discretion and always maintain confidentiality. JOB RESPONSIBILITIES Secretarial and Administration: Provide general secretarial functions to the CEO and CFO. Facilitate travel arrangements (booking of flights, hotels, cars etc.) for the Corporate Services team. Arrange and coordinate meetings and company conferences (including venue and equipment). Research, assemble and coordinate meeting materials for Board, EXCO, MANCO, Fincom, Shareholder meetings, AGM, Leadership workshops, etc. Write minutes of meetings, lectures, conferences, etc. from rough draft \/ recordings. Screen incoming calls to the CEO and CFO. Coordinate with internal and external clients on a variety of non-routine matters. Liaise with company-wide offices regarding administrative related matters. Detailed planning of the programme of work for the office and develop processes for efficient delivery. Bryanston Office Management: Oversee the procurement of Bryanston office supplies, furniture, consumables and refreshments. Oversee collection and delivery requests in the Bryanston office. Manage the day-to-day operations as well as general maintenance and repairs of the Bryanston office. Day-to-day management of Bryanston office staff (receptionist, driver, and cleaner). Oversee lunches \/refreshments in the Bryanston office for internal\/external meetings. Manage the use of and maintenance of the Bryanston company vehicle. Allocation of parking bays and access cards to the Bryanston office staff. Ensure that deductions for the Bryanston office parking bays and\/or lost access cards are submitted to HR (payroll). Communication with the landlord\/service providers regarding the Bryanston office maintenance and related issues and ensure the effective and speedy resolution thereof. Manage the archiving of documents in the Bryanston office. Petty Cash Management (issuing and reconciliation). Marketing: Liaise with CEO and senior management to identify items for inclusion in the InForm newsletter (2x per month). Access information from relevant persons for inclusion in the InForm and forward to external consultant for drafting into InForm. Act as the liaison point for information to be communicated from the CEO’s office. Ensure that the client’s social media presence is active by providing the relevant assistance and guidance. Governance: Co-ordinate and assist the CFO on the Ownership aspect of the B-BBEE audit. Assist the CFO with the share sale process, i.e. liaise and co-ordinate with the Company Secretary on the share transfer process and ensure proper record keeping. Update the expanded shareholders list post the April share sale for tendering purposes. Assist with updating the MANCO risk register. Assist the CEO and CFO as and when required with presentations and company secretarial matters. General: Compliance with and managing direct report with the company’s Quality Management System (ISO9001:2015) and Business Management System (BMS). Maintain regular and continued professional development through on the job training, in-house courses, seminars or outsourced specialist training as required and agreed with the CEO and\/or CFO. Involvement in various special projects as and when required. Adhoc tasks as required.