Office Manager | Executive PA

Office Manager | Executive PA – Claremont, Cape Town

Our client, a Global Investment firm is seeking an Office Manager, to support their Operations team.

Key Duties and Responsibilities:

Executive Assistance

• Preparing and editing correspondence, reports, and presentations for the Senior Management and team as required

Travel Management

• Managing all aspects of local & international travel, including travel into remote locations, for the full team in accordance with required processes
• Using initiative to effect Foreign Exchange applications, visa applications, land arrangements, hotel bookings, meetings, etc.
• Reconciliation of all travel expenses as required by Finance
• Back up to travel administrators in different regions

Operations/Administration

• Assist with implementation of local procedures which are in place for the office

Facilities and Office Management

• Coordinate with landlord with respect to landlord provided services
• Ensure day to day facility issues, incidents and tasks are effectively managed including alarm, access cards etc.
• Manage mail and courier deliveries
• Maintaining the service contracts for all equipment and ensuring the servicing is done on a timely basis
• Informing staff of any new policies and procedures set by the building owner and ensuring they are adhered to
• Monitor and ensure availability of all necessary office stationery and check stock to determine inventory and re-order levels
• Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials
• Ensure all office supplies are ordered as required and stock control is in place
• Ensure meeting rooms are clean and co-ordinate meetings, visitors, and room bookings as necessary. Manage the cleaning service and processing of invoices
• Manage reception through receiving of goods, deliveries, repairs, and visitors

Ad hoc events

• Managing all aspects of events for the full team

Qualifications and Experience

• 3+ years’ experience as an Office Manager and experience gained on an Executive PA support level within the financial services industry (preferred)
• Experience with local and international Travel bookings is essential with experience gained in arranging international travel into remote areas being highly advantageous!
• Highly and proven proficiency in Excel, Word, PowerPoint (Advanced)
• Project/process management experience and skills
• Ability to plan, organise, co-ordinate and prioritise effectively
• Strong command of English, both written and verbal
• Ability to apply sound business judgment and an analytical, pragmatic and creative approach to problem solving

Please email CV’s to Nicole Spamers: