Executive Assistant

Human Value; Cape Town; Hybrid; ZAR 300,000 - 450,000; Full time

Job summary

A leading company in Cape Town is seeking an Executive Assistant to support the executive team. The role involves managing schedules, overseeing office operations, and handling HR administrative tasks. Ideal candidates will have at least 5 years of experience, strong interpersonal skills, and proficiency in Microsoft Office and G-Suite. This hybrid position offers a dynamic work environment with opportunities for professional growth.

Qualifications

• Minimum of 5 years of experience as an Executive Assistant or similar role.
• Prior HR administration experience is beneficial.

Responsibilities

• Manage and maintain the executive’s calendar, scheduling meetings and travel.
• Oversee office operations and manage supplies and facilities.
• Prepare employment contracts and assist with HR queries.

Skills

Professionalism

Interpersonal Skills

Multitasking

Tools

Microsoft Office Suite

G-Suite

Job description

Are you a proactive individual with a keen eye for detail and a passion for getting things done?

The position reports to the Executive Team, with the direct line manager being the CFO / Commercial Director. This role involves managing various administrative duties for the executive team, including overseeing office tasks and collaborating with the HR team to execute HR administrative functions.

Hybrid working environment (offices based in the CBD).

Administrative Support :

• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Organize & coordinate meetings, including preparing agendas, materials, and meeting minutes.
• Follow up on action items from meetings and ensure deadlines are met.
• Prepare and edit reports, presentations, and other documents.
• Handle confidential information with discretion and maintain data security.
• Coordinate cellphone contracts for the various teams.
• Ensure company insurance policies are up to date and renewed yearly, including supplier public liabilities.
• Assist with special projects and other duties as assigned.

Office Management :

• Oversee office operations, including plumbing, air conditioning, parking assignment, and general maintenance.
• Manage office supplies, equipment, and facilities as needed.
• Coordinate with the cleaning staff regarding the cleaning schedule, time, and leave.
• Manage IT-related queries and support in conjunction with IT Alliance.

HR Administration :

• Prepare employment contracts, offer letters, KPIs, and Job Specs.
• Manage the HR mailbox and assist with any queries alongside the outsourced HR team.
• Plan team-building events, lunches, and training as requested by the executive team.
• Ensure employee folders and payroll are kept up to date.
• Handle all medical aid, provident fund, and visa queries.
• Onboard all new staff and schedule inductions and training.
• Perform other HR administrative duties as needed.

Requirements :

• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Prior HR administration experience is beneficial.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and G-Suite.
• High level of professionalism and strong interpersonal skills.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Interested?

Send your CV via email. The closing date for this position is 21st August 2024.

Only suitably qualified / shortlisted candidates will be contacted. If you do not hear from us within 2 weeks of submission, please consider your application unsuccessful.