Administrative Assistant/Personal Assistant

Found in: Talent ZA 2A C2 - 2 weeks ago

Johannesburg, South Africa TalentCru Full time

Are you a detail-oriented, organized, and highly efficient individual ready to take on a diverse and rewarding role? Look no further We have an exciting opportunity for you to become an essential part of our team as an Administrative Assistant/Personal Assistant.

General Tasks:

  • Provide general secretarial and office support.
  • Order flowers and other items as needed.
  • Implement and control filing systems.
  • Update contact lists for office and staff emergency contacts.
  • Manage office groceries and stationery supplies.
  • Order letterheads, business cards, and complimentary slips.
  • Handle archiving and retrieval of old documents with Metrofile.
  • Manage petty cash and prepare monthly reports.
  • Handle postal services and collection.
  • Plan and organize events, conferences, and functions.
  • Perform any additional ad hoc tasks as requested by management.

Board Meetings:

  • Organize and attend all Board Meetings.
  • Coordinate meeting logistics, including ordering food and beverages.
  • Send calendar invites and agendas to Board members.
  • Ensure that Halaal food is organized if the meeting is not held at your premises.
  • Prepare the meeting agenda and maintain an attendance register.
  • Take detailed minutes at Board meetings.
  • Type up the minutes within 48 hours and submit them to the CEO.
  • Address action points within 12 hours and report to the CEO.
  • Prepare presentations for Board and other meetings as per CEO's guidance.

CEO's Office:

  • Manage the CEO's office.
  • Maintain the CEO's diary, both manually and electronically.
  • Provide necessary office support and book meetings.
  • Coordinate travel arrangements for management, including flights, parking, vehicle rental, and accommodation.
  • Compare flight prices and present them to the CEO for authorization.
  • Book tickets online using the CEO's credit card.
  • Arrange vehicle rental, parking, and accommodation.
  • Maintain the Glass Bank Register and update it as needed.
  • Maintain the Asset Consumable register and track orders and outstanding items.
  • Ensure that all glass bank address changes are updated regularly.
  • Write out and place orders with suppliers for equipment and transportation.
  • Collect AOR (Acknowledgment of Receipt) for equipment deliveries and keep them for account payments.
  • Collate all orders for payment and present them to the accountant on time.
  • Prepare and submit monthly call center reports.
  • Supervise the Call Center Agent, Receptionist, and Admin Assistant.
  • Manage the office cleaning assistant.

Years of experience:

  • 7 years of experience in an Administrative Assistant/Personal assistant

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