Administrative Assistant

3 days ago

Stellenbosch Western Cape, South Africa Merand Corbett & Associates Full time

Are you an experienced Administrative Assistant who can deliver an efficient support function, focused on delivering and maintaining effectiveness through functions of administrative, secretarial, logístical, and technical tasks?

Role Requirements:
This position requires a strong background in the administrative/secretarial field:

- National Senior Certificate.
- Valid driver’s license.
- Experience of at least three years in a similar role.
- Experience coordinating executive level meetings.
- Excellent use of English: oral and written for writing, copywriting and editing.
- Good command of Afrikaans for understanding written and spoken.
- Proficiency in MS Office, including Outlook and digital capability.
- Development and use of systems for checking, follow up and creating efficiencies.
- Advanced EQ in interaction, communication, cultural sensitivity.
- Quality orientation with attention to detail for high levels of accuracy.
- Strong capability to multitask, organise, (re)prioritise and streamline tasks.
- Proactive, solution-oriented, independent, and team-centric.

**Responsibilities**:

- Coordination of internal meetings: This involves organizing and scheduling meetings and being responsible for sending out meeting invitations, booking meeting rooms, and ensuring that all necessary materials are prepared and distributed.
- Administrative support with coordination of corporate meetings and reviews: Assist in organizing corporate meetings and reviews, such as annual or quarterly meetings. This includes managing RSVPs, arranging venues, and handling logístical details.
- Processing of claims for CEO: Handle the CEO's expense claims, ensuring they are accurately recorded and processed in a timely manner.
- Payments (D365 processing): Responsible for processing payments using the D365 system, ensuring that invoices and expenses are accurately tracked and recorded.
- First drafts of documents (letters, reports, etc.): Assist in drafting various types of documents, such as letters or reports, using templates or guidelines provided. Your creative input in presenting information effectively is always welcome
- Personal Assistance to CIO: Provide support to the Chief Information Officer, which includes managing their calendar, assisting with expense claims, and handling ad hoc tasks as required.
- Maintaining the organisation's Contacts Database: Responsible for maintaining an up-to-date contacts database for the organization, ensuring that contact information is accurate and accessible to relevant team members.
- Administrative tasks as required by the Executive Office: Provide general administrative support to the Executive Office, which may include tasks such as organizing files, managing correspondence, and coordinating logistics for special projects.
- Administrative support to the travel office: Assist the travel office in managing travel arrangements, including booking flights, hotels, and transportation for employees. This could also involve handling travel-related administrative tasks, such as preparing itineraries or processing travel expenses.

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