Administrative Assistant

Arch Staffing Sa; Cape Town; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Arch Staffing SA is seeking a detail-oriented administrative professional in Cape Town to manage calendars, coordinate meetings, and handle executive correspondence. The role includes arranging travel for traveling executives, processing expenses, onboarding new hires, and maintaining organized filing systems.

The ideal candidate will draft and proofread communications, prepare meeting agendas, and ensure action items are followed up with stakeholders, while maintaining professional standards

Responsibilities

• Manage calendars, schedule meetings, and coordinate conference room reservations for one or more busy managers
• Draft, proofread, and send professional correspondence, including emails, memos, and formal business letters, on tight deadlines
• Prepare meeting agendas, take accurate minutes, and distribute follow-up action items to every stakeholder afterward
• Handle incoming calls, direct inquiries to the appropriate departments, and manage shared voicemail and email inboxes
• Arrange business travel, including flights, hotels, ground transportation, and detailed day-by-day itineraries for traveling executives
• Process expense reports, reconcile receipts against monthly credit card statements, and submit reimbursements accurately and on time
• Maintain electronic and paper filing systems, ensuring documents stay organized, current, and easy to retrieve on demand
• Order and track office supplies, manage vendor accounts, and process routine purchase orders within an approved budget
• Coordinate onboarding logistics for new hires, including workspace setup, badge access, and new equipment procurement
• Review and edit AI-drafted meeting notes, emails, and summaries for accuracy before they reach clients or leadership

Job description

• Manage calendars, schedule meetings, and coordinate conference room reservations for one or more busy managers
• Draft, proofread, and send professional correspondence, including emails, memos, and formal business letters, on tight deadlines
• Prepare meeting agendas, take accurate minutes, and distribute follow-up action items to every stakeholder afterward
• Handle incoming calls, direct inquiries to the appropriate departments, and manage shared voicemail and email inboxes
• Arrange business travel, including flights, hotels, ground transportation, and detailed day-by-day itineraries for traveling executives
• Process expense reports, reconcile receipts against monthly credit card statements, and submit reimbursements accurately and on time
• Maintain electronic and paper filing systems, ensuring documents stay organized, current, and easy to retrieve on demand
• Order and track office supplies, manage vendor accounts, and process routine purchase orders within an approved budget
• Coordinate onboarding logistics for new hires, including workspace setup, badge access, and new equipment procurement
• Review and edit AI-drafted meeting notes, emails, and summaries for accuracy before they reach clients or leadership