Executive PA

Found in: beBee S ZA - 1 month ago

Gauteng Johannesburg, South Africa Vertiv Full time
Vertiv’s job vacancy, Career and Recruitment

Job title : Executive PA & Office Manager jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : April 28, 2024

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JOB DESCRIPTION

At Vertiv, we build products that keep critical technologies running 24/7. We are proud we were the first to protect mainframes with precision cooling systems. We were the first to introduce an integrated enclosure system to distributed networks. We help some of the largest names in the industry bring new capacity online faster and at a lower cost when search and social media increased demand for storage and computing. Our portfolio spans power, thermal and infrastructure management products, software and solutions, and is complemented by a network of nearly 250 service centers worldwide.

We are now looking for an Executive PA & Office Manager to join our team in Johannesburg, South Africa .

This is an office-based role with occasional off-site support for external events. The job holder provides general office support with a variety of clerical activities and related tasks. The Executive PA & Office Manager will be responsible for answering and directing incoming calls, mail distribution, the flow of correspondence, requisition of supplies and office[1]related items as well as additional clerical duties. Other responsibilities include making travel, meeting arrangements, and supporting the Managing Director and Functional Directors as needed.
 
Customers

Internal: All Africa Employees. Global & EMEA Vertiv employees External: Visitors, Training attendees, Suppliers, Vendors, Clients

Main activities 

 Administrative support to MD & Functional Directors including presentation preparation, travel arrangements, visa  Diary management for MD only  Acting as bridge between management and employee relations by addressing demands, grievances and other issues  First point of contact for stakeholder / employee requests  Dealing with phone and email inquiries and forwarding them to the correct person where necessary  Welcome guests, visitors, and students of training events and ensure required attention is provided  Responsible for ordering food for meetings/trainings/events  Providing support for Marketing team such as DCN / Channel events as well as logistics support for company  events if necessary.  Maintaining and updating employees’ electronic files and records.  Onboarding Support: Prepare new hire work environment – desk preparation in collaboration with IT team  (IT hardware), arrange door access, car parking and building access, phone/sim card contracts, new hire  forms etc.  Tracking, cross-checking expenses and receipts related to employees’ sponsoring their dependents school fees, housing allowance etc.   Ordering & editing the templates for employees’ Business Cards  Managing employees’ car parking access; activation/deactivation/swapping & allocating to another  employee.  Providing payroll support as required.  Hotel/Accommodation/Transportation and flight booking as requested for employees who cannot use  self- service or for all external visits as required.  Negotiate hotel contract agreements and pricing  Negotiate with local vendors and suppliers  Supporting Accounts with Creation of new vendor or supplier on DataZen  Processing invoices in a timely manner e.g., monthly office utility bills  Manage all office-related matters such as office stock / kitchen supply/stationery, maintenance, meeting  room booking, arrangements for meetings, training sessions, or events  Supervise the office helper to ensure the office is tidy and well organized.  Key point of contact for the building management of Vertiv SA Office (access cards request, cleaning  agreements, other to ensure compliance with all rules and regulations.  Send/Receive all shipments/deliveries from DHL/Aramex/Post Office and distribute to respective parties  Responsible for the management of all contracts related to the office operations (Kanoo Travel Agency,  Building Management for AMC, Office Cleaner, etc.,)  Responsible for the office compliance with all EHS rules and regulations (First Aid, Fire Marshal,  Evacuation Plan etc.,)  Any other official tasks as assigned by the MD & Functional Directors 

Experience / Skills / Other:

  Bachelor’s Degree in administration preferable but not requirement   5 years’ experience in similar role   Oracle suite knowledge advantageous   Excellent written and verbal English skills   Excellent Microsoft Office skills – Excel and PowerPoint essential   Attention to detail   Ability to work independently and with minimum supervision   Innovative, creative and solution focus

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