Executive Assistant and Office Manager

7 months ago

Cape Town, South Africa BlueSky Full time

KNOWWe are BlueSky - A leading design-led digital transformation consultancy and Africa's largest Salesforce partner, and we're looking for great people to work with.

We're on a mission to be the biggest and best (in the eyes of our people, our competitors and our clients) Cloud Consulting company in Africa by 2027, and we need authentic, talented people to help us reach this goal.

With offices in South Africa and Mauritius, our teams are made up of diverse individuals with a variety of backgrounds and cultures, and we promote diversity and creativity in the way we deliver solutions for our clients.

We are looking to work with a pro-active and seasoned Executive Assistant and Office Manager to provide high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

The individual will also manage the Cape Town office and coordinate with executives in other cities.

The role of an Executive Assistant at BlueSky is not just about administrative support. It’s about being a strategic partner to the executive. This involves understanding the business, the challenges it faces, and the role the executive plays in addressing these challenges.

By doing so, you can provide valuable support that goes beyond just managing diaries and making travel arrangements. You can truly add value and contribute to the success of the executive and the business

**ROLES AND RESPONSIBILITIES**:

- ** Personal Assistance**: As an Executive Assistant, you will be expected to provide personalized secretarial and administrative support in a well-organized and timely manner. This could involve tasks such as making travel arrangements, organizing events, or handling personal matters for the executive. The goal is to ensure the executive’s day-to-day activities run smoothly and efficiently.
- **Diary Management**: This involves managing the executive’s schedule to ensure their time is utilized effectively. You will be responsible for arranging meetings, appointments, and ensuring the executive is aware of their schedule for the day. It’s crucial to avoid double-booking and to allow for sufficient travel time between appointments.
- **Calendar Coordination**: This involves working with other team members and departments to coordinate schedules. For example, if a meeting involves several executives, you will need to liaise with other assistants to find a time that works for everyone. You may also need to schedule and coordinate team meetings and events.
- **Prioritization**: With a multitude of tasks and requests coming in, it’s essential to prioritize effectively. This involves understanding the executive’s priorities and using this knowledge to decide which tasks should be tackled first. It also means being able to say ‘no’ or ‘not now’ when necessary.
- **Managing Upwards**: This is a key part of the role. It involves managing the relationship with the executive, anticipating their needs, and ensuring they have all the information they need. It can also involve providing feedback and helping the executive to manage their own time more effectively.
- **Executive Support**: - Act as the point of contact between the executives and internal or external colleagues. - Organize meetings, including scheduling, sending reminders, and organizing catering when necessary. - Handle executives’ requests and queries appropriately.
- **Office Management**: - Oversee general office operation. - Greet visitors and direct them to the appropriate places. - Monitor office supplies; order and re-stock as needed. - Ensure the office is kept clean and organized.

NB: Travel: Occasional travel may be required to support executives in other cities.

**KNOWLEDGE AND EXPERIENCE**:

- Proven experience as an executive assistant or other relevant administrative support experience.
- In-depth understanding of entire MS Office suite and office management processes.
- Ability to organize a daily workload by priorities.
- Must be able to meet deadlines in a fast-paced quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
- At least 2 - 5 years previous experience as a Personal Assistant and/or Administration Officer
- 1 years’ experience in a relevant field
- Experience dealing with service providers.
- Practical experience arranging, scheduling, and booking meeting rooms and conference facilities.
- Experience with office management software like MS Office 365 (MS Excel and MS Word)
- Experience inputting and retrieving data and information from systems

**SKILLS**:

- MS Office
- Verbal and written communication skills
- Prioritization and organizational skills
- Record keeping and tracking skills.
- Customer serv

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