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Administrative Support Specialist

2 weeks ago

Johannesburg, Gauteng, South Africa Africawide Full time

We're seeking a highly organized and proactive Administrative Support Specialist to support our Group Executive. This role is vital to ensuring the smooth operation of day-to-day activities while creating the structure needed for both business and personal success.

Key Responsibilities:
  • Manage Complex Schedules: Manage and maintain a complex calendar, scheduling meetings and prioritizing commitments.
  • Email Management: Handle email correspondence, draft responses, and filter communications.
  • Reporting and Documentation: Prepare reports, presentations, and documents as required.
  • Task Tracking: Develop systems to track tasks, deadlines, and follow-ups.
Business Support:
  • Vendor Coordination: Assist with IT, Finance, HR, Payroll, and Accounting-related tasks, such as vendor coordination, record-keeping, and compliance follow-ups.
  • File Organization: Organize and maintain files and documentation for easy access.
  • Research and Analysis: Conduct research and prepare concise summaries or analyses.
Personal Support:
  • Personal Appointments: Coordinate personal appointments, travel arrangements, and errands.
  • Integration and Coordination: Ensure smooth integration of personal and professional commitments.
  • Proactive Support: Provide proactive support to anticipate needs and manage workload effectively.
Project Management:
  • Project Oversight: Oversee coordination of key projects across teams and stakeholders.
  • Progress Tracking: Maintain checklists, progress trackers, and dashboards for visibility.
  • Deliverables and Bottlenecks: Ensure timely completion of deliverables and resolve bottlenecks.
What We're Looking For:
  • Exceptional Organization: Able to create order and manage complexity effectively.
  • Strong Multitasking Ability: Comfortable managing multiple tasks without compromising quality.
  • Proactive Problem Solving: Anticipates challenges and resolves them efficiently.
  • Tech-Savvy: Familiarity with tools like Slack, Microsoft Office, Google Workspace, and project management software like Trello or Asana.
  • Business Acumen: Experience or interest in IT, Finance, HR, or Accounting is a plus.
  • Discretion and Reliability: Trustworthy and capable of handling confidential information.
Required Skills & Qualifications:
  • Proven Experience: Proven experience as an Executive Assistant, Operations Manager, or in a similar role.
  • Excellent Communication: Excellent written and verbal communication skills.
  • Organizational Tools: Strong proficiency in organizational and time-management tools.
  • Adaptability: Adaptable, self-motivated, and capable of working independently.