Office Manager/executive Assistant to CEO

3 weeks ago


Hyde Park, South Africa HRInsync Full time

**Office Manager Job Description**

**Job Purpose**

The Office Manager is responsible for the effective and efficient running of an office including administrative functions as well as facilities. To manage and maintain the office’s budget, and approve the purchasing of stationery, furniture, and equipment. To organise and plan conferences, training programmes, and team-building conventions to increase office productivity and functionality. To implement office-related procedures and policies.

In addition to take on the role as Executive Assistant to the MD.

**Job Duties**

**Office Management**
- Manage and oversee the office budget and allocate adequate amounts for office-related purchases.
- Analyse and evaluate office supply and furniture needs, and determine whether or not purchases or upgrades are required.
- Approve the purchasing of office furniture, stationery, and office equipment.
- Manage and oversee the overall operation of the office environment.
- Draft and compile contracts and agreements (eg employment contracts).
- Organise and plan company conferences, events, and team-building conventions.
- Implement office and administrative policies, protocols, and procedures (eg smoking policies, or emergency protocols).
- Manage IT issues and ensure they are resolved.

**Executive Assistant**
- Act as the initial point of contact between the employer and internal or external clients and contactors.
- Answer phone calls and put the caller through to the employer when it is important.
- Handle internal or external contactors politely and appropriately.
- Manage the employer’s diary, and schedule important meetings, appointments, and task deadlines.
- Remind the employer of meetings, appointments, and important task deadlines well in advance.
- Organise and book travel arrangements such as aeroplane tickets, accommodation, and transportation.
- Proofread, edit, and polish important documentation on behalf of the employer.
- Prepare important documentation for meetings.
- Take dictation and minutes for the employer.
- Organise and update the employer’s office filing system.
- Order stationery and office equipment, and ensure that the employer has enough supplies at all times.
- Process and file the employer’s work-related expenses.

**Qualifications**
- A National Diploma in Office Management, or an Undergraduate Degree in Business Management, Business Administration, Marketing etc
- Computer Literacy Courses

**Experience**
- Five to ten years’ experience in an office or administrative role
- Experience implementing process and system improvements

**Skills and Knowledge**
- Highly proficient in Microsoft Office and related software
- Sound knowledge of labour legislation and regulations

Ability to commute/relocate:

- Hyde Park, Gauteng: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Diploma (required)

**Experience**:

- Office Management: 5 years (required)
- Executive PA: 5 years (required)



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