Office Manager and Personal Assistant

3 weeks ago

Johannesburg, South Africa Ultra Personnel Full time

Matric and relevant Tertiary qualification, certificate or diploma
A minimum of 5-8 years experience in a similar position
Must be proficient in Microsoft Suite
Own transport and valid drivers license.
Excellent time management, well organized and planned i.e., deadline driven and able to prioritize a high workload.
Excellent attention to detail and customer service oriented.
Can manage a high stress and pressurized environment.
Excellent communication skills (able to communicate with a diverse range of people at all levels of an organization).
Business writing skills are important.
Excellent people skills and EQ.
Must be willing to go the extra mile.
Technology driven
Diary Management (Executive Team)
Meeting room and catering management.
Assistance with Board Report compilation.
Assist with the set up of regional offices nationally.
Office procurement, which includes office supplies and stationary.
Management of cleaning staff.
Screens incoming calls and correspondence and respond independently when possible.
Ensure queries, requests and complaints are screened and timeously referred to relevant executive or manager where appropriate.
Ensure that required documents, briefing papers, reports and presentations are timeously prepared or available for the executive in preparation for meetings.
Devise and maintain office filing systems to deal efficiently with paper flow.
Organise and store paperwork and electronic documents appropriately.
Arrange travel and accommodation efficiently, ensure that the necessary travel documents required have been obtained e.g., visa. As well as health requirements such as yellow fever injections.
Provide general assistance during presentations, workshops and meetings.
Prepare and distribute all documentation according to company standards.
Ensure all confidential documents, reports and information is handled appropriately.
Pro-actively manages process flow, client frustration and resource allocation.
Ensure that the Complaints register is updated.
Attend to meetings and functions administrative requirements, such as venues, refreshments, access authorisations and equipment requirements
Ability to dealing with situations in the line managers absence. Maintaining confidentiality is a fundamental requirement.
Liaising and communicates with staff, clients, etc.
Writing/typing and distributing minutes and action items accurately and timeously.
Planning, organising and managing events through the relevant and respective third parties
The ability to prepare all business-related presentations for the executive.
Facilitate office/desk set up for new employees, including IT requirements, access control, parking bays, etc.
Process supplier payments; diners payments and personal reimbursements through Fraxion timeously

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