Executive Assistant

The main purpose of the role is to provide administrative support to the Director by ensuring efficient coordination and management of the office and its support functions. The role will also ensure that senior management receives administrative support, that the facilities and office environment runs smoothly, office procedures are organised and implemented and that all correspondence is managed along the correct channels in a timeous fashion.

**Role Responsibilities**:

- Director Support_
- Provide support to the Director by coordinating and consolidating documentation from internal and external sources.
- Prepare meeting agendas; take and consolidate meeting minutes, convey decisions and handle meeting correspondence.
- Prepare letters, presentations and ad-hoc reports as required.
- Organize meetings as requested and manage diaries, schedules and appointments.
- Book travel and accommodation as required (and co-ordinate with travel agents for International and local travel).
- Complete foreign travel expense claims and order foreign currency for international business travel.
- Complete credit card forms for new management members as and when required.
- Support the Director with personal scheduling and errands as requested.
- Office Administration_
- Review and recommend office filing best practice solutions and manage the migration of existing systems to new systems.
- Implement and maintain office administration systems and procedures to ensure efficient filing of all company related documents (both electronic and hard copy).
- Design, develop, implement and maintain business archiving structure for all company documentation.
- Complete hard and soft copy filing, as requested by management.
- Facilities and Office Management_
- Conduct monthly stock take of all office supplies.
- Manage the courier function and ensure that documents are delivered timeously
- Source, procure and arrange delivery of office stationery and furniture and control stock thereof
- Ensure that office infrastructure is maintained and in working order (printer), and liaise with service providers to resolve any issues.
- Create, implement and maintain all procedures relating to the smooth operation of the office.
- Source preferred suppliers for services including security, parking, cleaning, pest control etc; and oversee and agree contracts with these suppliers.
- Review and assess service provided by suppliers by set criteria (assist in setting the required criteria by supplier type) and provide feedback on service levels.
- Ensure that basic facilities are well-maintained.
- Ensure that facilities meet government regulations and environmental, health and security standards.
- Oversee building projects, renovations and refurbishments.
- Contract Management_
- Manage and maintain all supplier contractual agreements:

- Prepare, send, follow up and file supplier contractual agreements.
- Maintain matrix and contract check sheet to ensure that agreements comply with basic requirements and that all agreements are signed and completed in full.
- Meeting and Events Coordination_
- Co-ordinate meetings, events and conferences. This includes sourcing providers, managing event budgets, scheduling of venues, equipment, refreshments; managing diaries and invites; etc
- Budget and Cost Management_
- Manage the office budget (report on and monitor on monthly expenses) and implement cost saving measures to ensure cost effectiveness.
- Conduct credit card reconciliations.
- Prepare and consolidate expense claims.
- Prepare travel budget - research costs and source providers.
- People Management_
- Ensure the Company’s values are lived by the team.
- Allocate tasks and manage output, schedules and productivity.
- Ensure adherence to HR policies and procedures.

**Required experience, skills and qualifications**:

- Minimum qualification Matric/NQF4 or equivalent.
- NQF5 Business Administration or similar is advantageous.
- Minimum of 5-8 years’ experience as a senior level Executive Assistant/Office Manager/Office Coordinator.
- Proven office management experience in a similar environment and knowledge of office management responsibilities, systems and procedures.
- Proven experience managing a small staff compliment.
- Sound knowledge of standard software packages e.g. MS Office full suite and the ability to learn company specific software where applicable.
- Excellent professional written and verbal communication skills.
- Experience gained in the Food Manufacturing/FMCG industry would be advantageous.

**Personal Competencies**:

- Effective time management skills (planning, organising and prioritising).
- Ability to work to tight deadlines and schedules.
- Excellent attention to detail.
- Good numeracy skills.
- Professional verbal and written communication with all stake holders.
- The ability to build and maintain relationships with all stakeholders.
- Ability to exercise sound judgement.
- Integrity and sensitivity to the importa