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Office Administrator/pa
4 weeks ago
**Requirements**:
- Grade 12 Certificate.
- Formal Administration qualification.
- Valid Driver's License and own vehicle.
- Exceptional communication skills.
- Excellent typing skills.
- Proficiency in MS Office Suite.
- Ability to coordinate meeting schedules and diary bookings.
- Experience in conference coordination and bookings.
- Willingness to travel for work-related queries as needed.
**Duties**:
- Provide high-quality administrative support to the Managing Director and team.
- Manage office supplies and equipment, ensuring availability and functionality.
- Organize and maintain office filing systems, both electronic and physical.
- Coordinate and manage the daily schedules of the Managing Director and team.
- Schedule appointments, meetings, and conferences, ensuring optimal use of time.
- Send reminders and confirmations to participants as necessary.
- Arrange travel accommodations and itineraries for business trips.
- Coordinate transportation and accommodation arrangements, including flights, hotels, and ground transportation.
- Organize and schedule meetings, including booking meeting rooms and arranging necessary equipment.
- Prepare meeting agendas, take minutes, and distribute relevant documentation.
- Ensure meeting rooms are set up appropriately and refreshments are provided as needed.
- Provide general personal assistance to the Managing Director including managing appointments and office errands.
- Handle confidential information with discretion and professionalism.
- Communicate effectively with clients, suppliers, and other business contacts.
- Document Preparation:
- Draft, format, and proofread documents, reports, and presentations.
- Maintain accurate records and documentation, ensuring completeness and confidentiality.
- Coordinate project activities, deadlines, and deliverables as needed.
- Address and resolve administrative issues and inquiries in a timely and efficient manner.
- Anticipate potential problems and take proactive steps to prevent or mitigate them.
- Support other team members with administrative tasks as needed.
- Continuously seek opportunities to improve office efficiency and streamline processes.
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