Executive Assistant / Office Manager

Bluespec Holdings; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A professional services provider in South Africa is seeking an experienced Executive PA to support the CEO. Responsibilities include managing the executive diary, organizing travel arrangements, and ensuring a smooth-running office environment. The ideal candidate should possess strong organizational and communication skills essential for liaising with various stakeholders and facilitating meetings.

Qualifications

• Experience providing Executive PA services to senior executives.
• Strong organizational skills to manage multiple responsibilities.
• Excellent communication skills for liaising with staff and clients.

Responsibilities

• Manage the executive diary and daily office requirements.
• Organize local and international travel for the CEO.
• Support the CEO with effectively preparing for meetings.

Skills

Executive PA service

Diary management

Travel arrangements

Meeting coordination

Document preparation

Office management

Communication

Job description

Overview

Job Functions :

Provide a comprehensive Executive PA service to the CEO, manage the day-to-day running of the office, ensure a superior front office service, manage premises and catering, and handle ad hoc projects as identified.

Responsibilities

• Provide a comprehensive Executive PA service to CEO, including managing the executive diary, corporate credit card purchases, staff welfare, and day-to-day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and client meetings, research for and prepare meeting agendas, and produce professionally typed documents as requested.
• Provide a comprehensive day-to-day service for the smooth running of the office, including filing and storing documents, preparing tenders and proposals, and liaising with staff, suppliers, and customers to resolve queries (escalate unresolved queries to CEO/COO as needed).
• Manage personal administration and documents; ensure the smooth running of the office on a day-to-day basis; oversee maintenance of office equipment; support staff in maintaining a positive, productive work environment.
• Coordinate with IT on the Cell C Company account in cooperation with Blue Spec.

Front Office

• Monitor and ensure front desk is manned at all times and guests are treated professionally; train and manage reception staff.

Facilities and Cleaning

• Ensure premises are kept clean and tidy; manage cleaning staff and catering, monitor cleaning standards, assist the chef, and train and manage cleaning staff.

Ad Hoc Projects

• Arrange special events (e.g., year-end functions and conferences); conduct research as requested by CEO; identify opportunities, recommend, and implement solutions to improve the management of the Executive office.
• Facilitate the implementation and maintenance of procedures and administrative systems, internal controls, legal contracts, other projects, team building, staff functions, and meetings with cleaning staff, receptionist, and chef.

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