▷ (Only 24h Left) Executive Assistant (Afrikelp)

1 month ago


Cape Town City Centre, South Africa Jobted ZA C2 Full time

DUTIES AND RESPONSIBILITIES

- Provide day-to-day administrative support throughout the company to ensure efficiency and maintain compliance with company policies
- Supervise members of the administrative staff, equally dividing responsibilities to improve performance
- Full travel arrangement duties for the Afrikelp management team as well as visitors as and when required
- Minute taking at Board Meeting and Audit and Risk committee meeting
- Full events coordination, including, sourcing conference facilities, liaising with responsible individuals to ensure smooth flowing of the events.
- Manage emails, letters, packages, phone calls and other forms of correspondence
- Create and update databases and records for financial information, personnel and other data
- Monthly purchasing of cleaning & office supplies, tracking and replacement thereof to avoid interruptions and shortages
- Submit reports and prepare proposals and presentations as needed
- Develop and review administrative SOPs
- Prepare and obtain purchase requisition approvals
- Complete and submit credit application to new suppliers
- Ensure building maintenance issues are taken care of
- Ensure Company Vehicles are properly managed & all services & licensing is done timeously.
- Ensuring Product Licenses & Registration renewals are communicated to the responsible department throughout the group
- Management of ISO-9001 (NCRs recorded and admin of all training recording etc. for annual audits)
- Management of promotional items
- Health and Safety as well as HR & Transformation administrative support
- Weekly & monthly payment processing and dissemination of POPs to suppliers
- Coordinate annual Health and Safety training and daily management of Health and Safety issues
- Act as first point of contact with IT service provider
- Attend to insurance matters
- Monthly reconciliation of Management Credit Card spend
- Managing of petty cash (ZAR & Forex) and submission to accounts for month-end processing
- Accurate record keeping
- Assist in other responsibilities as needed

EDUCATIONAL REQUIREMENTS:

- Matric is essential
- A tertiary qualification in business administration or equivalent will be advantageous
- At least 3years work experience within a similar role
- At least 3years experience in events coordination
- Health and Safety Officer experience will be advantageous
- Ability to multitask and thrive under pressure
- A self-starter who needs no supervision
- Ability to work in organized and efficient manner
- Must be a team player
- Ability to work in a manufacturing environment held to specific regulations and deadlines.
- Good verbal and written communicator
- This role involves 20% travel (locally, within the Western Cape province)


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