Executive Pa/office Manager
10 hours ago
Be responsible for all executive and administrative support to the CEO in the management of various companies within the group. The incumbent would assist in managing meetings by keeping accurate minutes and following up on outstanding tasks and actions.
In addition the incumbent would manage the office administration and all aspects of the public interface.
**Duties will include, but are not limited to**:
**Taking minutes**:
Understand the different businesses within the group
Attend, record and transcribe minutes of management meetings, working groups and other meetings as required
Maintain meeting schedules and minute taking calendars
Ensure minutes of meetings are recorded in an accurate and timely manner
Drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and equipment
Taking rough notes that accurately reflect the decisions and discussion that took place during the meeting
Responsibilities and ownership must be clearly indicated within the minutes
Copying and distributing the minutes to all relevant people as detailed in the Participants section
**Administrative support**:
Keeping track of the call logbook and ensuring that all phone calls are responded to in a courteous and diplomatic manner
Allocation of car park spaces for qualifying staff
Ensure that cellphones are issued to qualifying staff members
Monthly cell phone reimbursement report
Manage the uniform process for the Group
Ensure that qualifying employees are fitted for uniforms and that the order is placed
Ensure that sample ranges are fully stocked and sanitized on a regular basis
Carry out ad hoc tasks allocated by the CEO and Senior Management when time permits.
**Office Management**
Ensure office policies and procedures are adhered to
Establish and maintain office SOP’s
General appearance and upkeep of offices
Manage the administration and support team at the Claremont office, i.e. Receptionist, Housekeeping staff, Concierge and Filing Clerk. This includes providing training on internal processes and systems and ensuring that all necessary functions are appropriately covered
Conduct performance appraisals with staff
Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
Assist HR with the onboarding process for new employees, i.e. set up of workstation and stationary
Qualifications:
- Relevant University Degree or Diploma. E.g. BComm Degree advantageous
- Valid Drivers with own vehicle
- Work flexible hours
- Matric
- Clear criminal record
- Clear credit record
- Vaccinated against covid-19 or prepared to be vaccinated prior to commencing job
**Experience**:
- Minimum 5 years’ experience as Office Manager/Administrator or similar role within a corporate environment - Ideal within Property/Financial environment
**Job Types**: Full-time, Permanent
**Salary**: R35,000.00 - R40,000.00 per month
**Experience**:
- Executive Assistant: 5 years (preferred)
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