Administrative Specialist

3 weeks ago

Cape Town, Western Cape, South Africa The Recruitment Council Full time
We are seeking a highly skilled and organized Administrative Specialist to join our team at The Recruitment Council. As a key member of our operations team, you will be responsible for coordinating and managing the daily operations of our office, providing essential support to our management team and assisting Ultra High Net Worth Family Office clients with various requests.

This role requires a proactive individual with excellent organizational skills and a positive attitude, who can prioritize tasks and manage multiple responsibilities efficiently.

Key Responsibilities:
  • Coordinate and manage the office environment, ensuring a productive and efficient workspace, including arranging for necessary equipment and materials.
  • Prepare client meeting venues and ensure they are well-equipped, including handling client parking arrangements and logistics.
  • Manage office supplies, including equipment and stationery, to maintain a well-stocked and functional office.
  • Answer incoming office phone calls and respond to inquiries, providing timely and accurate information.
  • Arrange courier services as needed, ensuring timely delivery of important documents.
  • Oversee the office cleaner's duties, maintaining a clean and hygienic work environment.
Family Office Service:
  • Assist Ultra High Net Worth Family Office clients with ad hoc requests, including visa applications, passport renewals, insurance, and medical aid, requiring discretion and confidentiality.
  • Visit clients' locations to facilitate documentation signing, demonstrating flexibility and adaptability.
Personal Assistance:
  • Serve as a Personal Assistant to Directors and the Management Team, providing administrative support and coordination.
  • Manage diaries and schedules for the management team, ensuring smooth communication and collaboration.
  • Book travel itineraries, including flights and accommodation, optimizing time and resources.
  • Schedule monthly client meetings and prepare necessary materials, streamlining the planning process.
  • Handle ad hoc personal requests, such as car servicing and restaurant bookings, showcasing attention to detail.
Client Administration:
  • Prepopulate account opening documentation for clients, reducing paperwork and increasing efficiency.
Requirements:
  • Tertiary education in a relevant field, such as business administration or a related discipline.
  • Fluent in English, with excellent written and verbal communication skills.
  • Female candidates preferred, but not required.
  • Minimum of 15 years of working experience in a professional environment, with a proven track record of success.
  • Excellent computer literacy skills, particularly in MS Office and Excel, with the ability to learn new software quickly.
  • Ability to work under pressure and manage multiple tasks simultaneously, prioritizing deadlines and delivering results.
  • Valid driver's license and access to a vehicle, with a clean credit reference and clear criminal record.
  • Previous experience as a personal assistant or administrator is advantageous, but not required.
  • Positive attitude and a proactive approach to work, with a willingness to learn and grow.

We offer a competitive salary of approximately $60,000 per annum, commensurate with experience and qualifications. If you are a highly organized and motivated individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

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