Executive Assistant

Claremont, Cape Town R40000

About our client: They constitute a group of companies with interests in a number of activities including healthcare, retirement holdings, telecommunications and an ISP, utility management and infrastructure installation, property management and related activities.

They are looking for an organized and professional Executive Assistant.

Job purpose: To offer executive and administrative support to the CEO in the management of various companies within the group.The incumbent would assist in managing meetings by keeping accurate minutes and following up on outstanding tasks and actions.

In addition, the incumbent would manage the office administration and all aspects of the public interface.

Requirements

Duties will include, but are not limited to:

Taking Minutes

• Understand the different businesses within the group
• Attend, record and transcribe minutes of management meetings, working groups and other meetings as required
• Maintain meeting schedules and minute taking calendars
• Ensure minutes of meetings are recorded in an accurate and timely manner
• Drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and equipment
• Taking rough notes that accurately reflect the decisions and discussion that took place during the meeting
• Responsibilities and ownership must be clearly indicated within the minutes
• Copying and distributing the minutes to all relevant people as detailed in the Participants section

Administrative Support

• Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk-ins, ensuring correct department distribution
• Keeping track of the call logbook and ensuring that all phone calls are responded to in a courteous and diplomatic manner
• Allocation of car park spaces for qualifying staff
• Ensure that cellphones are issued to qualifying staff members
• Monthly cell phone reimbursement report
• Manage the uniform process for the Group
• Ensure that qualifying employees are fitted for uniforms and that the order is placed
• Ensure that sample ranges are fully stocked and sanitized on a regular basis
• Carry out ad hoc tasks allocated by the CEO and Senior Management when time permits.

Office Management

• Ensure office policies and procedures are adhered to
• Establish and maintain office SOP’s
• General appearance and upkeep of offices
• Manage the administration and support team at the Claremont office, i.e. Receptionist, Housekeeping staff, Concierge and Filing Clerk. This includes providing training on internal processes and systems and ensuring that all necessary functions are appropriately covered
• Conduct performance appraisals with staff
• Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
• Assist HR with the onboarding process for new employees, i.e. set up of workstation and stationary

Qualifications

• Relevant University Degree or Diploma. E.g. BComm Degree advantageous

Experience

• Minimum 3 years’ experience as Office Manager/Administrator or similar role

Skills And Attributes

• You need to reside in the Southern Suburbs of Cape Town, or in close proximity
• Ability and experience taking detailed minutes
• Excellent computer literacy
• Able to prioritise and ensure smooth execution of tasks
• Fluent in English – spoken and written
• Strong attention to detail and accuracy
• Maintain high levels of professionalism
• Well organized with an understanding of priorities and changing demands
• Organisational, planning and multi-tasking skills
• Communication skills
• Information gathering and information monitoring skills
• Problem analysis and problem-solving skills
• Judgement and decision-making ability
• Initiative
• Professionalism and confidentiality
• Attention to detail and accuracy
• Flexible

Specific Requirements

• Clear health record
• Clear criminal record
• Clear credit record
• Vaccinated against covid-19 or prepared to be vaccinated prior to commencing job

Normal working hours are Mondays to Fridays from 08h00 until 17h00 with a 45 minute lunch break. The company allows employees, by approval of the direct manager, to work flexi time between 07h00 and 18h00.