Administration Manager

Persona Staff; Cape Town; On-site; ZAR 350 000 - 500 000; Full time

Job summary

A prestigious administrative firm in Cape Town is seeking a skilled Executive Assistant to support senior executives. The role requires a minimum of 5 years of experience and a BCom degree or equivalent. Responsibilities include maintaining financial reports, an organogram, and administration systems for various entities and properties. Proficiency in Microsoft Excel is essential, as well as a strong ability to manage financial tracking. The position may require readiness to travel as necessary. This is a full-time position offering competitive compensation.

Qualifications

• Minimum of 5 years of experience in a similar executive assistant or administrative role.
• Strong experience with financial reports and spreadsheets.

Responsibilities

• Maintain organogram for all entities and assets with CEO.
• Maintain cloud-based administration and filing system.
• Review and monitor deliverables for house managers.
• Assist with maintaining operational cash flows schedule.

Skills

Financial tracking

Microsoft Excel proficiency

Organizational skills

Numerical aptitude

Travel readiness

Education

BCom degree or equivalent qualification

Job description

Qualifications

• BCom degree or equivalent qualification is preferred.
• A minimum of 5 years of experience in a similar executive assistant or administrative role supporting senior executives.
• Strong experience with financial tracking, including updating and managing spreadsheets, and understanding of multiple revenue streams.
• Highly numerate, with a strong ability to manage financial reports and spreadsheets.
• Proficient in Microsoft Office Suite, particularly Excel for financial reporting and tracking.
• Ability and willingness to travel when required.

Responsibilities

In conjunction with CEO, maintain an organogram for all entities and assets.

Administrative and Filing Systems

Maintain a cloud-based administration and filing system with respect to various trading entities including but not limited to:

• Shareholder Agreement & MOI
• Share certificates
• Cap tables (shareholders and percentages)
• Key entity details
• Annual financial statements
• Key transaction history including copies of relevant signed contracts

Copies of key commercial contracts per entity.

Property Administration

Maintain administration and filing with respect to various properties including but not limited to:

• Fixed Asset Register (includes ALL assets)
• Review and monitor maintenance of List of all systems per property
• Review and monitor Servicing / Maintenance Year Planner and Schedule for all major systems and assets per property.

House Manager Deliverables

Review and monitor deliverables for the house manager(s)

Vehicle, Boat, Aircraft and Maintenance Management

• Motor Vehicles, Boats, Aircraft & OtherLicense schedule and implementation of License Schedule
• Service schedules and implementation of Service Schedule
• Insurance renewals (see below)
• Insurance Participate in the annual insurance review

Records and Outcomes

Record and implement outcomes of the review process.

Financial & Administration

• Assist with maintaining the monthly operational cash flows schedule.
• Assist with payment approvals, ensuring approved payments are in turn loaded and released.
• Assist to maintain report on Investment Returns Schedules.
• Assist with the administration of all invoices and payments.
• General administration with general financial matters such as opening bank accounts, KYC / FICA, any project reconciliations.

Personal Assistance

• Bookings of helicopter landings (phone and book, indemnity form)
• Car rental bookings
• Restaurant bookings
• Boat berth booking and organize boat manger to launch and retrieve boat

Additional Minor Admin Activities

Possibly some other minor admin activities.

Possibly assistance with booking flights (infrequent), booking accommodation (infrequent and unlikely likely CEO will do himself.)