Admin/executive Personal Assistant

6 days ago

Centurion, South Africa The Tolcon Group Full time

Main Job Purpose. We are seeking a highly organised, proactive, and detail-oriented Executive Personal Assistant to support the Executive Team members and oversee all administrative office activities. The role involves a wide range of responsibilities, including managing office supplies, budgeting, booking travel, handling communications, and providing daily support to ensure smooth office operations and assisting with hospitality services for visitors and management. Organogram: Superior: acting general manager and Business manager. This position: Executive personal assistant subordinate 1st Level: Office attendant
Education and experience
**School**: Grade 12
**Post School**: Diploma/higher certificate in Secretary/Business administrator qualification
**Technical Expertise**: Advanced computer literacy skills (MS Office)
**Experience**: At least five years’ proven experience in supporting a Senior executive and managing administration activities.
Supporting more than 1 Senior executive will be an advantage
**Other**: Valid light motor vehicle driver’s license
Key competencies required to meet the job outcomes
Excellent written and verbal communication skills in English.
Strong interpersonal relationship skills.
Report writing and presentation skills.
Strong problem solving and administration skills with the ability to collect, organize, and disseminate information with attention to detail and accuracy.
Ability to work under pressure in high urgency environment that requires discretion and diplomacy.
High level of honesty, discretion and management of confidential information.
Strong planning and organizational skills with the ability to prioritize tasks effectively.
Strong skills in anticipating, preventing and solving problems.
Ability to multitask.
Professional appearance and demeanour.
Ability to work effectively and collegially in a team-based environment.
High level of trustworthiness and ethical decision-making.
Highly motivated individual with strong self-management skills.
Strong assertiveness with diplomacy.
Soft Skills
Attention to detail
Communication
Conflict management
Adaptability
Stress tolerance
Initiative
Judgement
Decision-making
Teamwork
Time Management
Confidentiality
Physical Demands
Driver of a light motor vehicle on public roads
Working conditions are normal for an office and Toll plaza environment
Work requires extensive work using a computer
Travelling
Work Environment
The work environment characteristics are those encountered in a typical office with an IT environment, driving a light motor vehicle on public roads as well as in the open at Toll plaza’s.
Main

**Responsibilities**:
Office Management
Oversee the purchase and management of office supplies, including snacks, cleaning materials, and other necessities.
Maintain inventory of office supplies and ensure timely restocking.
Manage the office budget, track expenses, and provide regular reports to ensure financial control.
Implement and maintain administrative systems, including filing, contact lists and databases.
Reconcile credit card expenses and file invoices in an organized manner.
Manage daily activities of office cleaning assistant and assist with the maintenance of office space, ensuring a clean, organized working environment.
Ensure records are maintained to provide current, accurate and accessible information.
Meet and greet visitors at all levels of seniority in a professional manner.
Assist with board pack preparations.
Manage and coordinate all maintenance activities, including repairs, renovations and general upkeep of the office.
Oversee the work of contractors to ensure it meets company standards and is completed on time and within budget.
Prepare and manage the office maintenance budget, ensuring cost-effective solutions are implemented.
Track and report on office maintenance costs, identifying areas for potential savings.
Administrative Tasks and Support
Provide daily administrative support to executives, ensuring all tasks are prioritized and completed efficiently
Manage executives’ calendars, scheduling meetings, appointments, and travel arrangements.
Maintain confidentiality with sensitive documents
Prepare and organize documents, presentations, and reports as required.
Prepare and manage confidential correspondence and matters as required.
Draft letters and other correspondence as and when needed.
File, scan, and organize important documents and correspondence.
Prepare and maintain schedules for meetings, appointments, and events.
Manage access control and assist with onboarding processes for new employees.
Provide support with day-to-day office activities to ensure smooth operations.
Find and manage reasonable suppliers for uniforms and branding, ensuring quality, timely delivery, and cost-effectiveness.
Travel and Events Management
Arrange and coordinate frequent domestic and international travel arrangements with meticulous attention to detail.
Arrange all necessary visas, travel insurance and documen

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