Administrative Assistant

4 weeks ago

Cape Town, South Africa Allan and Gill Gray Philanthropy Full time

**Purpose of Role**:
**Programme Overview**:
The Binding Constraints Lab (BCL) is a pioneering programme of work dedicated to enhancing education systems and improving learning outcomes in South Africa. Our mission is to support cross-sector actors in achieving impactful change at scale through innovative approaches, strategic partnerships, and policy advocacy. We work closely with government entities, civil society organisations, business and philanthropic partners to drive sustainable transformation in education. The BCL is a programme of Allan and Gill Gray Philanthropy Africa.

**Role Overview**: The Administrative Assistant and Events Coordinator will play a crucial role in supporting the Binding Constraints Lab (BCL) by managing administrative tasks, coordinating events, and handling logistics. This position requires a highly organised and detail-oriented individual who can multitask and work efficiently in a dynamic environment.

**Objectives of Role**:
**Administrative Support**:

- Provide comprehensive administrative support to the BCL team, including scheduling meetings, managing calendars, and handling correspondence.
- Build and maintain database of contacts
- Assist with financial tracking and reporting support, such as capturing receipts for team members and maintaining accurate records and filing of expenses.
- Support capturing and reconciling of payments to suppliers and partners
- Procurement support: sourcing quotes, accurate invoicing and following up with suppliers
- Maintain and organise filing, documents, and supplies.
- Handle procurement and inventory management of office supplies, furniture, and other necessary materials.

**Event Coordination**:

- Assist with planning, organizing, and executing events, conferences, seminars, workshops, and other company gatherings.
- Coordinate event logistics, including venue selection, audiovisual equipment setup, catering, transportation, and accommodation for attendees and speakers.
- Manage communication with all event stakeholders including suppliers and participants.
- Develop event timelines and work closely with internal teams and external vendors to ensure all aspects of events run smoothly.
- Manage event budgets and track expenses to ensure cost-effectiveness.
- Oversee event registration and handle participant inquiries before and during events.

**Travel, Transfers, and Accommodation**:

- Arrange travel itineraries and accommodation for employees and external stakeholders.
- Coordinate airport transfers and transportation for business-related trips.
- Maintain travel records and receipts, ensuring compliance with the company's travel policies.

**Experience and Qualifications**:
**Education**:

- Tertiary qualification in Business Administration, Event Management, Project Management or related fields preferred.

**Experience**:

- Administrative Support: Minimum 3 years’ experience in administrative roles, including calendar management, correspondence handling, and office organization.
- Event Coordination: Proven experience in planning and coordinating events, including logistics management, stakeholder communication, and budget oversight.
- Finance Support: Background in basic financial tasks, such as tracking expenses, capturing receipts, and maintaining accurate financial records.
- Demonstrated experience of excellent English verbal and written communication skills.
- High level of proficiency in Microsoft Office Suite and other relevant software.

**Competencies**:

- Excellent organisational skills with the ability to multitask and prioritise responsibilities effectively.
- Strong attention to detail and problem-solving skills to ensure smooth event execution and office operations.
- Ability to work both independently and collaboratively within a team.
- Excellent communication and interpersonal skills to collaborate with internal teams, vendors, and external stakeholders.

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