Personal Assistant and Office Administrator

SUMMARY:
-

POSITION INFO:

My client is looking for a dynamic and detail-oriented Personal Assistant & Office Administrator to keep our office running smoothly. Our agency is fast paced; this is a multi-faceted role where no two days are the same. If you’re highly organized, proactive, and able to juggle multiple responsibilities with efficiency, this could be the perfect opportunity for you. We aspire to a culture of excellence, so reliability, efficiency and responsibility are key attributes that we are looking for in the desired candidate. We are a small team lead by females of less than 6 people.

Start Date: 1 October 2025

Candidate will deal with the operations of the office .

MUST KNOW HOW TO WORK MICROSOFT

MUST BE WELL PRESENTED

RELIABLE

ORGANISED

MUST STAY WITHIN 20KM FROM OFFICE

Requirements: Must own and have your own vehicle

Employment Type: Full-time on site – no hybrid model

• Travel: A logbook will be kept and claims for travel outside 5kms of the office will be reimbursed every 2 months
• Working hours: 8:00 – 17:00 – on site

Key Responsibilities and General requirements

• Office Administration: Oversee office operations, supplies, and occasional maintenance. Ensure everything runs seamlessly,. 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 appointments,
• Event Coordination: Assist with planning and organizing events, meetings, and functions on site and help with suppliers. This happens once a year.
• 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.

Key individual attributes

• 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.
• 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.

Requirements:

• Must have own vehicle & valid driver’s license (occasional errands and off-site tasks).
• Must be able to work in 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 understand Facebook and occasional posts

Why Join Alphabet Soup?

• Work in a collaborative and dynamic office environment as part of a small team
• Opportunity to grow and take on more responsibilities over time.
• Be part of a supportive team where your contributions are valued.

• Documents required:
• Copy of detailed CV and photo
• Drivers Licence
• Matric Certificate
• Any other qualifications