Executive Assistant

2 weeks ago

Cape Town, South Africa Coco Corporate (Pty) Ltd Full time

**Job Specifications**

1. Communication and Correspondence
- Serve as primary point of contact for all communications, both internal and external, on behalf of the owner and relevant senior management.
- Professional and timeous online and verbal communication with clients and suppliers.
- Handle incoming calls and direct inquires to appropriate individuals.
- Handle customer queries and complaints.
- Maintain basic excel spreadsheets.

2. Administrative & System Support
- Prepare and generate reports, presentations, and any other operationally required documents as requested.
- Conduct research and gather data for various projects and initiatives.
- Implement and manage procedures and administrative systems (e.g. online and physical filing).
- Prepare meeting agendas, take minutes, and distribute relevant information and materials.
- Be a strong support in taking charge of administrative tasks of not only the owner, but also the executive chef and head chef as required.
- Assisting the owner with human resources functions, marketing and training.
- Management of point of sale and stock systems. A good understanding of point of sale systems and other general technology specific to the industry required.
- Reconciliation and payment of suppliers.
- Management of petty cash and cash-on-hand.
- Management of daily, weekly and monthly reconciliations operationally required.
- Invoice-capturing and data input.
- Assistance with stock control and variances.
- Project management of ongoing tasks.

3. Client Liaison and Event Coordination
- Management of restaurant reservation systems and exclusive events and upkeep of a streamlined function calendar.
- Excellent and timeous communication with management and relevant staff members relating to reservations and functions.

4. Relationship Management
- Build and maintain positive relationships with key stakeholders, including staff, suppliers, and customers.
- Liaise with team members to ensure effective communication and collaboration.
- Represent the owner and the restaurant in a professional and courteous manner.
- Assisting with gifting arrangements on behalf of the Executive.

5. Property & Equipment Management
- Manage maintenance of all properties and equipment.
- Ensuring health and safety regulations and requirements are adhered to.
- Liaise with service providers on behalf of the owner and senior management.
- Ensure execution of relevant solutions to any problems occurring in this regard.
- A good attention to detail and a sense of urgency required.

6. Confidentiality & Discretion
- Handle sensitive information and maintain confidentiality at all times.
- Exercise sound judgment and discretion in handling confidential matters.

**Requirements**:

- Proven experience as an executive assistant or in a similar administrative role.
- Excellent organisational and time management skills.
- Strong written and verbal communication abilities.
- Proficiency in using office software such as Microsoft Office (Word, Excel) and productivity tools. Basic Adobe Illustrator skills is a plus.
- Exceptional attention to detail and accuracy.
- Ability to multitask, prioritise tasks, and work efficiently in a fast-paced environment.
- Point of Sale system management experience.
- Strong interpersonal skills and the ability to work collaboratively with diverse individuals.
- Discretion and trustworthiness in handling confidential information.
- A genuine interest in the restaurant and hospitality industry and a passion for providing exceptional support.
- Having the ability to work independently as well as part of a team.
- Willingness to be flexible and adaptable and to do whatever is needed for the successful running of the business with the necessary urgency.
- Own transport and valid drivers license.

If you thrive in a dynamic and fast-paced environment and possess the skills and qualities we are seeking, we would love to hear from you. Join our team and contribute to the success of our restaurant group as the Executive Assistant to our Founder and Owner.

**Salary**: R12,000.00 - R15,000.00 per month

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Education**:

- High School (matric) (required)

**Language**:

- English (required)

License/Certification:

- Driver’s License (required)

Application Deadline: 2023/06/30

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