Executive Assistant / Office Manager

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

Job summary

A growing services company in Sandton is seeking an Executive Personal Assistant to the CEO. This role involves managing the executive diary, overseeing office operations, and training staff. The ideal candidate will have experience in executive support and strong organizational skills, with a focus on providing excellent customer service. You will also handle ad hoc projects and support team-building initiatives, ensuring a smooth operational environment.

Qualifications

• Experience in providing executive support to high-level executives.
• Proficiency in managing diaries and travel arrangements.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide comprehensive Executive PA service to CEO.
• Ensure smooth running of the office on a daily basis.
• Train and manage reception and cleaning staff.
• Conduct ad hoc projects as directed by the CEO.

Skills

Diary management

Office management

Document preparation

Customer liaison

Team management

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 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 proposals.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than elevate.
• 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

• 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

• 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.