Executive Assistant / Office Manager

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

Job summary

A leading company in South Africa is seeking an experienced Executive PA to support the CEO. Responsibilities include managing the executive diary, overseeing office operations, and ensuring a professional front desk service. The ideal candidate will have strong organizational skills and the ability to manage multiple tasks effectively. This role requires proactive support in various office functions and involvement in ad hoc projects.

Qualifications

• Proven experience as an Executive PA or similar role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Provide comprehensive Executive PA service to CEO.
• Manage day-to-day services for smooth running of the office.
• Ensure a superior front office service through reception management.
• Manage cleaning staff for office upkeep.
• Handle ad hoc projects and special events.

Job description

Job Functions

1. Provide a comprehensive Executive PA service to CEO.

• Manage executive diary.
• Manage corporate credit card: purchases, functions, staff welfare, day‑to‑day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and client meetings.
• Research and prepare meeting agendas.
• Produce professionally typed documents as requested.

2. Provide day‑to‑day services for smooth running of the office.

• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposals.
• Liaise with staff, suppliers, and customers; attempt to resolve rather than escalte.
• Escalate unresolved queries to CEO, COO, and related departments.
• Manage personal administration and documents.
• Ensure smooth running of the office on a day‑to‑day basis.
• Oversee maintenance of office equipment.
• Support staff in maintaining a positive, effective working environment.
• Manage with IT the Cell C Company account and decision making in cooperation with Blue Spec.

3. Ensure a superior front office service through management of reception staff.

• Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

4. Ensure premises are kept clean and tidy, managing cleaning staff.

• Cleaning staff operate according to set standards.
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

5. 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 continuously improve management of the Executive office.

Additional Responsibilities:

• Facilitate implementation and maintenance of procedures and administrative systems.
• Internal controls.
• Legal contracts.
• Team building.
• Staff functions.