Rainbow Chicken

Purpose

• Executive Assistant to the Managing Director and Executives.
• Admin support to the Management team

Requirements

• Minimum of matric, preferably with a secretarial / related certificate or diploma and having completed a Secretarial course or formal training.
• A minimum of 5 years secretarial related working experience is essential.
• Advanced computer literacy: Microsoft Word, Excel, PowerPoint and Outlook, and advanced PowerPoint presentation certificate and experience

Main Responsibilities

Executive Support / Office Management

• Management of Receptionists workload / task allocation
• Management of Security procedures, loading onto the parking access system and parking allocations.
• Attending Executive, business and supplier meetings to document all relevant information (deadlines / commitments / requirements etc)
• Provide support / assistance to the Executive, Management Team and National Office Team - (Credit Card submissions, Courier, Travel Arrangements and Leave Workflow submissions)
• Diary Management (Scheduling of appointments / meetings / reminders for the teams, Boardroom Calendars)
• Office Management – Supervise Office Cleaning Staff, Tea Lady, when necessary.
• Arranging grounds and building maintenance in administration offices and branding (signage, artwork and office culture), when required.
• Attend to telephonic calls and visitors to the operations.
• Prepare notifications, agendas, and minutes for meetings.
• Coordinate functions including accommodation, travel, venue administration

Systems Management, Administration and Communication

• Processing of workflows (monthly, quarterly and adhoc workflows)
• Proactively alert relevant parties in the event of deadlines
• Arrange of business travel, accommodation, venues and meals
• Administer vehicle logs, travel and cell phone claims and ensure submission to the appropriate, when required
• General customer and staff enquiries on behalf of the Executive team.
• Obtaining authorization and keep tracking of documents and contracts. Process and format documents, reports, and presentations.
• File and safeguard management reports, meeting minutes, key plant information, legal documents, and contracts.
• Coordinate CAPEX for IT equipment, i.e. laptops, etc.
• Ensure daily, weekly and monthly reports are received (KPI reports / Maintenance Spend / Cost Saving / Job Cards / Fixed Mass Giveaway / Water and Electricity graphs / Wastage / Projects and Capex etc.)
• Planning of Random Internal Audits (SHEQ / Health and Safety)
• Planning of Meal / Event days / Site walks
• PPE ordering and distribution, Stationary ordering and distribution
• Capturing, filing and maintaining records (PPE / Company Documents & Plans / Wastage / Access Control etc)
• Ensure Safety on Site documents are obtained yearly, and all new employees have signed
• Daily server tape changes, ensuring wifi and connectivity is functional, contacting IT when there are issues (escalation process)
• Employee Access Card creation and loading, obtaining reports as and when required
• Creation and issuing of telephone codes
• Preparing monthly attendance registers and ensuring overtime sign off is approved
• Compiling memo’s, letters, presentations, agendas, document preparation
• Assisting with office equipment, obtaining quotations and approvals (telephones, photocopier, repairs/replacement of office equipment, office furniture)
• Assisting all departments as and when required
• Assisting visitors, contractors and suppliers as and when required