Executive Assistant to The CEO

3 days ago

Johannesburg, South Africa Quro Medical Full time

**Quro Medical Opportunity: Executive Assistant to the CEO / Office Manager**

Quro Medical is a digital health company using innovative technologies and analytics to deliver affordable, high-quality healthcare in emerging markets. We combine cutting-edge technologies with a strong personal touch to deliver unique healthcare solutions for our customers. At Quro Medical we are reimagining the future of healthcare, saving lives and enhancing patient care.

**JOB BRIEF**:
We are currently hiring an **Executive Assistant to the CEO / Office Manager.**

In your capacity as Executive Assistant, you will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. You will serve as a liaison to the board of directors and senior management teams; organizes and coordinates external relations efforts; and oversees special projects.

As office manager, you will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. You will be responsible for developing and driving intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

You must be creative and enjoy working within a small, entrepreneurial environment that is mission
- driven, results-driven, and tech-oriented. We are looking for an energetic professional who doesn't mind wearing multiple hats; is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently with little or no supervision; takes initiative, is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.

**Reports to**:CEO and COO

**RESPONSIBILITIES**:
**Executive Assistant to the CEO**:

- Act as the point of contact among executives, employees, clients, and other external partners for the CEO
- Manage information flow in a timely and accurate manner
- Manage CEO calendar and set up meetings
- Make travel and accommodation arrangements
- Rack daily expenses and prepare weekly, monthly, or quarterly reports
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
- Participating in special projects including (but not limited to) organizing and mailing materials to clients, and/or other critical administrative projects for the executive team

**Office Manager**:

- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Organize and schedule meetings and appointments
- Partner with HR to maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Maintaining organization of the company’s physical space and digital file rooms (e.g., Google Drive, OneDrive)
- Manage relationships with vendors, service providers and landlords, ensuring that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Provide general support to visitors
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal and retrieval
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Allocate tasks and assignments to subordinates and monitor their performance
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
- Perform review and analysis of special projects and keep the management properly informed
- Responsible for recruiting staff for the office and providing orientation
- Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing industry publications
- Responsible for ensuring office financial objectives are met by preparing the annual budget for the office, planning the expenditures, analysing variances, and carrying out necessary corrections that may arise
- Participate actively in the planning and execution of company events
- Responsible for developing standards and promoting activities that enhance operational procedures
- Coordinate office staff activities to ensure maximum efficiency
- Design and implement filing systems
- Ensure filing systems are maintained and current
- Establish and monitor procedures for record-keeping
- Ensure securi

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