Personal Assistant and Office Administrator

SUMMARY:
Our client in the advertising industry is urgently looking to employ an experienced Personal Assistant and Office Administrator at their organization

POSITION INFO:
Location: Parkhurst, JHB

Requirements:

• Matric
• Must have own vehicle & valid driver’s license (occasional errands and off-site tasks).
• Must be able to work on Excel
• Previous experience in office administration
• Comfortable working in a fast-paced, professional environment.
• Good command of the English language (written and spoken).
• Must be proficient in Microsoft office – specifically excel, PowerPoint and word. Status reports are done in excel and a good knowledge of excel is advantages
• Must be able to operate social media platforms

• Super organized: You thrive on keeping things in order and staying one step ahead.
• Positive & proactive: You have a can-do attitude and approach tasks with energy and enthusiasm and know how to multitask
• Quick thinker: Able to handle challenges calmly and efficiently.
• Tech-savvy: Comfortable with Microsoft Office, email management, and troubleshooting basic IT issues.
• Strong communicator: Excellent written and verbal communication skills.
• Reliable & responsible: A problem-solver who can work independently, is front of office with a pleasant demeanour.

• Office Administration: Oversee office operations, supplies, and occasional maintenance. Ensure everything runs seamlessly, from managing stock and supplies  to handling service providers. Opening of the office in the morning and ensuring the team is ready to start the day is key.
• Updating of the office manual and making sure all contact cards are up to date
• Diary & Travel Management: Manage schedules, appointments, and travel arrangements for MD
• Event Coordination: Assist with planning and organizing events, meetings, and functions on site and help with suppliers. This happens once a year.
• Security & Facilities: Oversee office security, alarms and ensure smooth access for staff and visitors
• Financial: Scan in occasional invoices, handle basic petty cash, and work with the bookkeeper on various requirements when needed.
• General Assistance: Be the go-to person for problem-solving, whether it’s a power outage, office supplies, or a last-minute request or helping with various tasks.
• Domestic Staff: Must be able to manage 2 x domestic staff and provide weekly lists on what they need to do, provide weekly lists of supplies in conjunction with the MD
• Media Rep list – update contact numbers and business cards
• Vehicle – a vehicle is required for office errands such as helping with various events, collections of items, dropping off client gifts and general run around.
• Afterhours work – although this happens infrequently, we are looking for someone who is prepared to go the extra mile and help where necessary. This could be a requirement when planning for a pitch or event, or when the team has to work overtime.