Receptionist and Administrative Assistant

**_Our client in the shipping and freight industry is urgently looking for a Receptionist and Administrative Assistant to join their organization_**

**_Location: _**:

- Little Falls, Roodepoort_

**_Requirements:_**
- _ Matric_
- _ 4+ years of experience in a similar role_
- _ Must be fluent in English and Afrikaans_
- _ Must reside in the West Rand (non-negotiable)_
- _ Must have own vehicle with a valid driver's license_

**_ Responsibilities:_**
- Switchboard:_
- _ Answering Calls for the company, then Direct or take messages_
- _ Do Not Screen calls. Calls must be transferred to the relevant person or department_
- _ Change to Automate Voice Message at Close of Business (5 pm) and Deactivate at start of Business (8 am)_
- Visitors:_
- _ Attend to Intercom for guests_
- _ Welcome and Direct them to the Reception/Boardroom_
- _ Update Visitor Register (Health and Safety)_
- _ Offer and Deliver Refreshments_
- Premises_
- Boardrooms:_
- _ Keep Clean_
- _ Must have Adequate Refreshments_
- _ Confirmed if we are catering with the executive prior to the meeting_
- _ Order food if required which must be ready at the start of a meeting_
- _ Ensure that the lights are on_
- _ Aircon on 10 Minutes before a meeting starts_
- _ Inspections after Meeting_
- Reception Area_
- _ Ensure that magazines are rotated with the latest versions_
- _ Ensure that the aircon is on consistently with an appropriate temperature (Seasonal)_
- Personal Assistant to Executive Team (Work and Personal)_
- _ Complete All tasks assigned to you_
- _ Make recommendations to ease the Executives' decision making_
- _ Drive when asked by the executive for external tasks on a case-by-case base_
- _ Must always be accessible to Executives_
- _ Immediately return the call if you were busy_
- Meetings_
- _ Set meetings up, on behalf of the Executive Team_
- _ Send Meeting Requests and make sure it is excepted_
- _ Confirmed Date, Time, and Accurate Physical Address._
- _ Comply with any special instructions prior to meetings_
- Meeting Confirmation:_
- _ Call the meeting 24 hours before to confirm the meeting is still on_
- _ Confirm with the Executive that the meeting is still on, via call and WhatsApp._
- _ Send google map address on Whatsapp to the Executive prior to them leaving for the meeting_
- _ If the Meeting is coming to our Premises then send them the google map address_
- _ Must be sent 30 minutes prior to Google calculated travel start time_
- Venue Meeting Confirmation:_
- _ Provide appropriate options to the Executive_
- _ Book the Venue and always try and get the best spot_
- _ Call the meeting 24 hours before to confirm the meeting is still on_
- _ Confirm with the Executive that the meeting is still on, via call and WhatsApp._
- _ Send a google map address on Whatsapp to the Executive and Meeting prior to them leaving for the meeting_
- _ Must be sent 30 minutes prior to Google calculated travel start time_
- _ Travel and Scheduling_
- Have a full understanding of all Prerequisites for Traveling globally:_
- _ Processes_
- _ Bookings_
- _ Scheduling_
- _ Loyalty Points_
- _ Banking_
- _ Insurance_
- _ Slow Lounges_
- _ Time Difference_
- Key Points_
- _ Flights_
- _ Accommodation_
- _ Car Hire_
- _ Transport_
- _ Visas_
- _ Passports_
- _ Currency_
- _ Vaccinations_
- _ Food and Drinks_
- Prepare a Travel file and neatly have all information for the traveler_
- _ This file is to be handed over to the traveler prior to traveling_
- _ All Key points are to be highlighted and easily accessible_
- Reporting (Latest 9 am):_
- _ Trello_
- _ Update Trello Daily with progress on all projects related to work and executive work._
- _ Executive Private work, does not have to be detailed, but more as an updated card_
- _ Whatsapp_
- _ Update Executive Team daily on all projects and their individual tasks given to you._
- _ Whatsapp is a brief breakdown of tasks_
- _ Update Executive Team daily on all projects and their individual tasks given to you._
- _ Detailed Version_
- _ Reminders_
- _ Remind the Executive team of due tasks they need to action in advance prior to the deadline_
- _ This must be done by Calling or Meeting personally depending on their location._
- _ Administration_
- _ Filing_
- _ Data Capturing_
- _ Invitations_
- _ Notices_
- _ Special Occasion Reminders (Internally and Externally)_
- _ Sending Gifts, so that it arrives on the special occasion_
- _ Health and Safety File to be up to date_
- _ Prioritizing Executive To Do List with reminders_
- _ Monitor and manage diaries and deadlines for Directors_
- _ Attend meetings to record minutes, then send minutes to the Executive_
- _ Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors_