Administrative Assistant/personal Assistant

7 months ago

Johannesburg, South Africa Adcorp Holdings Full time

**Synopsis**
Are you a detail-oriented, organized, and highly efficient individual ready to take on a diverse and rewarding role? Look no further We have an exciting opportunity for you to become an essential part of our team as an Administrative Assistant/Personal Assistant.

**Roles and Responsibilities** General Tasks**:

- Provide general secretarial and office support.
- Order flowers and other items as needed.
- Implement and control filing systems.
- Update contact lists for office and staff emergency contacts.
- Manage office groceries and stationery supplies.
- Order letterheads, business cards, and complimentary slips.
- Handle archiving and retrieval of old documents with Metrofile.
- Manage petty cash and prepare monthly reports.
- Handle postal services and collection.
- Plan and organize events, conferences, and functions.
- Perform any additional ad hoc tasks as requested by management.

**Job Requirements** Board Meetings**:

- Organize and attend all Board Meetings.
- Coordinate meeting logistics, including ordering food and beverages.
- Send calendar invites and agendas to Board members.
- Ensure that Halaal food is organized if the meeting is not held at your premises.
- Prepare the meeting agenda and maintain an attendance register.
- Take detailed minutes at Board meetings.
- Type up the minutes within 48 hours and submit them to the CEO.
- Address action points within 12 hours and report to the CEO.
- Prepare presentations for Board and other meetings as per CEO's guidance.

**CEO's Office**:

- Manage the CEO's office.
- Maintain the CEO's diary, both manually and electronically.
- Provide necessary office support and book meetings.
- Coordinate travel arrangements for management, including flights, parking, vehicle rental, and accommodation.
- Compare flight prices and present them to the CEO for authorization.
- Book tickets online using the CEO's credit card.
- Arrange vehicle rental, parking, and accommodation.
- Maintain the Glass Bank Register and update it as needed.
- Maintain the Asset & Consumable register and track orders and outstanding items.
- Ensure that all glass bank address changes are updated regularly.
- Write out and place orders with suppliers for equipment and transportation.
- Collect AOR (Acknowledgment of Receipt) for equipment deliveries and keep them for account payments.
- Collate all orders for payment and present them to the accountant on time.
- Prepare and submit monthly call center reports.
- Supervise the Call Center Agent, Receptionist, and Admin Assistant.
- Manage the office cleaning assistant.

**Years of experience**:

- 7 years of experience in an Administrative Assistant/Personal assistant

Job Reference: TCN01580

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