Executive Assistant

5 days ago

Cape Town, South Africa Humankind Group Full time
DUTIES AND RESPONSIBILITIES
  • Provide day-to-day administrative support throughout the company to ensure efficiency and maintain compliance with company policies
  • Supervise members of the administrative staff, equally dividing responsibilities to improve performance
  • Full travel arrangement duties for the Afrikelp management team as well as visitors as and when required
  • Minute taking at Board Meeting and Audit and Risk committee meeting
  • Full events coordination, including, sourcing conference facilities, liaising with responsible individuals to ensure smooth flowing of the events.
  • Manage emails, letters, packages, phone calls and other forms of correspondence
  • Create and update databases and records for financial information, personnel and other data
  • Monthly purchasing of cleaning & office supplies, tracking and replacement thereof to avoid interruptions and shortages
  • Submit reports and prepare proposals and presentations as needed
  • Develop and review administrative SOPs
  • Prepare and obtain purchase requisition approvals
  • Complete and submit credit application to new suppliers
  • Ensure building maintenance issues are taken care of
  • Ensure Company Vehicles are properly managed & all services & licensing is done timeously.
  • Ensuring Product Licenses & Registration renewals are communicated to the responsible department throughout the group
  • Management of ISO-9001 (NCRs recorded and admin of all training recording etc. for annual audits)
  • Management of promotional items
  • Health and Safety as well as HR & Transformation administrative support
  • Weekly & monthly payment processing and dissemination of POPs to suppliers
  • Coordinate annual Health and Safety training and daily management of Health and Safety issues
  • Act as first point of contact with IT service provider
  • Attend to insurance matters
  • Monthly reconciliation of Management Credit Card spend
  • Managing of petty cash (ZAR & Forex) and submission to accounts for month-end processing
  • Accurate record keeping
  • Assist in other responsibilities as needed



EDUCATIONAL REQUIREMENTS:
  • Matric is essential
  • A tertiary qualification in business administration or equivalent will be advantageous
  • At least 3years work experience within a similar role
  • At least 3years experience in events coordination
  • Health and Safety Officer experience will be advantageous
  • Ability to multitask and thrive under pressure
  • A self-starter who needs no supervision
  • Ability to work in organized and efficient manner
  • Must be a team player
  • Ability to work in a manufacturing environment held to specific regulations and deadlines.
  • Good verbal and written communicator
  • This role involves 20% travel (locally, within the Western Cape province)

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