Office & Event Manager

6 days ago

Sandton, South Africa Duke Corporate Education Full time

The Office and Events Manager role is essential in overseeing daily office functions, which encompass administrative, financial, and technical responsibilities. You will take the lead in planning and executing events, ensuring the seamless logistics of corporate gatherings and team activities.

Key Responsibilities:

Administrative:

  • Handle a range of complex and confidential administrative tasks for Directors and Executives.
  • Deliver comprehensive support, including managing calendars, travel logistics, phone inquiries, and welcoming visitors.
  • Proactively identify administrative needs, prioritize responsibilities, and suggest practical solutions.
  • Draft, revise, and complete documents, such as reports, presentations, and correspondence.
  • Ensure the accuracy and clarity of documents prepared for Directors/Executives.
  • Research and assemble data for project reports, while maintaining a well-organized record system.

Event Planning and Coordination:

  • Plan and implement international meetings, conferences, and travel arrangements, managing intricate scheduling and logistics.
  • Oversee event budgets, monitor expenses, and ensure efficient use of resources.
  • Coordinate audio/video setup, meeting spaces, materials, agendas, and catering for events as required.
  • Ensure meetings and special events are organized with precision and meticulous attention to detail.
  • Collaborate with vendors and service providers to fulfill project requirements.
  • Act as a liaison for internal stakeholders, offering updates and resolving any arising issues.

Operational Management:

  • Devise and propose office policies and procedures aimed at enhancing efficiency.
  • Manage inventory, procure supplies, and liaise with vendors to satisfy office requirements.
  • Prepare workspaces for new hires, relocations, or employees leaving the company.
  • Serve as the go-to resource for IT and AV equipment troubleshooting and resolution of issues.
  • Ensure all office equipment is maintained and repaired, coordinating with vendors as necessary.

Lead and assist in coordinating special projects, ensuring they are completed on time and to the highest standards.

Support the coordination, oversight, and successful completion of special projects as needed.

Perform additional job-related responsibilities as assigned, showcasing adaptability to the evolving needs of the office.

Requirements

Position Knowledge, Skills and Abilities Required:

  • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
  • Ability to make sound administrative decisions on sensitive and confidential matters.
  • Strong interpersonal and communication skills, able to work with diverse groups.
  • Excellent troubleshooting, analytical, and problem-solving abilities.
  • Highly organized with the ability to prioritize and manage large amounts of information.
  • Skilled in data collection, report preparation, and attention to detail in document creation.
  • Strong project management and multitasking capabilities.
  • Ability to design and manage business processes.
  • Calm under pressure, maintaining composure during challenges.
  • Self-motivated with the ability to work independently and take initiative.
  • Experience in coordinating meetings and special events.
  • Strong record-keeping and database management skills.
  • Must have a valid driver’s license and reliable transportation.

Education and Experience Requirements:

  • Degree or relevant certification in Office or Event Management, Business Administration preferred.
  • 3-5 years of proven experience in office management, administrative support, or a similar role. Experience in event planning or project management, with a demonstrated ability to organize and execute successful events.
  • Previous experience working in a fast-paced, dynamic office environment is preferred.

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