Office Manager and Executive Assistant

2 weeks ago


Pretoria, Gauteng, South Africa RJPersonnel Full time
2years

Calendar Management

  • Daily diary management of appointments, meetings, travel trips etc.
Office Duties

  • Switchboard telephone calls
  • Boardroom
  • Calendar organise
  • Coffee station make sure all is in order
  • Company Messenger
  • Organise tasks and calendar
Travelling

  • Coordinate all arrangements for MD's sales and travel trips globally, such as:
  • Calendar management and planning of sales trip, event, trade shows etc.
  • Meetings set up liaising with sales Manager when needed for agent requests.
  • Create itinerary/program for trip and add to daily diary
  • Request agent lodge statistics from sales manager for meetings.
  • Passport and Visa requirements
  • Flight Bookings and changes
  • Accommodation bookings
  • Transfers / Car Hire arrangements
  • Forex request from Financial Manager / bank
  • Travel Insurance arrange
  • Marketing Gifts plan, purchase and pack
  • Create Notebook for sales calls meetings
  • Trip Itinerary type
  • Set up Travel File for MD with all of the above information
  • Keep record of expenses
Other Personal Assistant Duties

  • Preparing documents for meetings when needed
  • Filing and typing of documents
  • Keeping record of slips/claims given by MD and recon with bookkeeper monthly
  • Vehicle service appointment and monthly tracker logbooks
Marketing

  • Purchasing and stock management of marketing gifts
  • Liaise with MD and Sales/marketing manager
  • Ordering of Business Cards, Fact Sheets, Brochures etc when needed
CRM Databases/Contacts

  • Keep record of new contacts from Adine to be uploaded to CRM
  • Request or Download lodge guest contacts monthly to be uploaded to CRM

Qualifications and Experience:

Advanced oral and written communication skills, fluency in English essential

Advanced computer skills

Relevant PA experience on Director

Stable work record
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