Executive Assistant / Office Manager

Bluespec Holdings; Sandton; On-site; ZAR 250,000 - 450,000; Full time

Job summary

A leading company in Gauteng seeks an Executive PA to support the CEO and manage office operations. The role involves organizing travel, facilitating meetings, and ensuring efficient office management. Ideal candidates should have strong organizational skills, experience in a similar position, and the ability to manage staff effectively.

Qualifications

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

Responsibilities

• Manage CEO's schedule and travel arrangements.
• Oversee office operations and staff management.
• Ensure high-quality front office service.

Skills

Organizational skills

Communication

Problem-solving

Time management

Education

Degree or diploma in Business Administration

Job description

1. Provide a comprehensive Executive PA service to CEO.

• 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.

2. 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.

3. 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.

4. 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.

5. 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.

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.

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