Executive Assistant / Office Manager

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

Job summary

A prominent company in Sandton is seeking an Executive PA to provide comprehensive support to the CEO. The role involves managing the executive diary, organizing travel arrangements, and ensuring efficient office operations. Ideal candidates will have strong organizational skills and the ability to maintain a positive work environment. This position requires multitasking and excellent communication skills.

Responsibilities

• Provide a comprehensive Executive PA service to CEO.
• Manage executive diary.
• Book and manage all local and international travel arrangements.
• Ensure a superior front office service is provided.
• Arrange special events and conduct research as requested.

Job description

Job Functions :

Overview

Provide a comprehensive Executive PA service to CEO.

• 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 clients’ meetings.
• Research for and prepare meeting agendas.
• Produce professionally typed documents as requested.

Responsibilities – Day-to-day Office Management

• Provide a comprehensive day to day service on the smooth running of the office.
• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposal.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
• Escalate unresolved queries to CEO, COO, and related departments.
• 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, work effective environment at the office.
• Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

Front Office / Reception

• Ensure a superior front office service is provided at all times through management of reception staff.
• Monitor and ensure: Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

Facilities & Cleaning

• Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staff
• Monitor and ensure: Cleaning staff operate according to set standards (job profile, company standards)
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

Ad Hoc Projects

• Arrange special events (e.g., year-end functions and conferences)
• Conduct research as and when requested by CEO.
• Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

Other Initiatives

• Facilitate: Implementation and maintenance of procedures and administrative systems.
• Internal controls
• Legal contracts
• Other projects as identified.
• Team building
• Staff functions
• Meetings with cleaning staff, receptionist, chef.