Executive and Office Assistant

2 weeks ago

Cape Town, South Africa OceanHub Africa Full time

You're an organizational maestro who turns challenges into harmony, a collaborator skilled at seamlessly bringing teams together, and motivated by the desire to make a positive impact on the environment and communities in Africa, then OceanHub Africa invites you to join our mission-driven team.

**Who we are**:
OceanHub Africa (OHA) is an ocean-impact catalyst, blending entrepreneurship support programs and impact innovation ecosystem development. We are on a mission to inspire and support African-based, ocean-minded community-based and start-up businesses with the express aim of nurturing an environmentally conscious and profitable economy that effectively mitigates the effects of global warming as well as oceans’ overexploitation and pollution.

**Your role**

As an Executive and Office Assistant, you will serve as the cohesive force within the OHA team, acting as the essential glue that binds various operational facets together. Your role will extend beyond traditional administrative functions, encompassing the critical responsibility of fostering seamless communication and collaboration among the management team, team members, board members and other stakeholders.

**Responsibilities**
- Administrative Support and Communication Management:_
- Schedule meetings, maintain calendars, and ensure efficient appointment coordination for the management team.
- Prepare and submit expense reports, manage reimbursements, and maintain financial records related to office operations.
- Office Management and Relationship with Tenants:_
- Oversee day-to-day office operations, ensuring supplies are well-maintained and office equipment is functional.
- Coordinate repairs, maintenance, and liaise with vendors or suppliers for office-related matters.
- Supervise office maintenance for a tidy, well-organized workspace.
- Manage relationships with other tenants in the office space, addressing their needs and maintaining positive rapport, in accordance with tenant agreements.
- Logistics Coordination for Meetings and Events:_
- Schedule meetings, appointments, and travel arrangements for the management team and event delegates.
- Organize logistics for online, in-person and hybrid events, workshops, and meetings, including venue selection, setup, and catering arrangements.
- Documentation, Reporting, and Record-Keeping:_
- Conduct desktop research and assist in preparing reports, presentations, and essential documents for the management team.
- Support in the preparation and coordination of administrative and financial record-keeping for audits, compliance, and reporting to funders.
- Ensure the contacts database of service providers, technical experts, entrepreneurs, investors, grant providers, strategic partners among others is regularly updated.
- General Office Tasks and HR Support:_
- Handle routine office tasks like filing, scanning, copying, and organizing documents for easy accessibility.
- Assist with HR-related tasks, such as onboarding new employees, maintaining employee records, and supporting HR administrative functions.
- Provide general administrative support to the management team for ongoing and new projects as required.

**Main advantages**
- Learn and grow in an entrepreneurial ecosystem, in Africa within a stimulating multi stakeholder environment
- Take part in shaping OHA, our team-building activities and social events
- Have a mission-driven job, working for a meaningful cause
- Training and experience in Blue Economy principles, entrepreneurship and impact investing
- Grow personal branding and network within the blue economy ecosystem in South Africa and internationally
- Performance-based benefits (bonus and extra paid time off)
- 2 days of remote work/week
- Initial contract with expectation of renewability

**Skills & Experience**
- National Diploma in business administration, communications, or a related field. Matric-owner with exhaustive relevant experience are also encouraged to apply
- At least 5 years of experience in an administrative or office management role
- Strong written and oral communication skills
- Attention to detail and accuracy
- Proficient in Google Suite, Microsoft Suite and experience working with (or openness to learn) our team’s software stack: Slack, Google Suite, Notion, Zoom, etc
- Ability to work independently and as part of a team
- Familiarity with bookkeeping principles is desirable
- Ability to work collaboratively in a fast-paced startup environment
- Positive energy and interest in environmental impact (preferred)

**The following conditions apply**:

- Contract term: January 2024 to December 2024 - some flexibility on dates
- Full time ~40h/week: 8:30 am to 5:30 pm, 1h lunch break
- Prorated 15 days per year of paid leave in addition to public holidays (following the official South African calendar).
- 2 days remote work per week, and 3 days in person at office address: The V&A Waterfront, Cape Town 8002.
- A computer will be provided, and a mobile phone is n

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