Executive Project Administrator

CV Desk; Johannesburg; On-site; ZAR 134,000 - 156,000; Full time

Job summary

CV Desk in Johannesburg is seeking an Executive Project Administrator to provide high-level administrative support to the Facilities Executive. The role covers diary management, travel coordination, event logistics, and project administration to ensure smooth operations.

You will supervise clerical staff, assist in board pack preparation, and handle communications with clients and service providers. The position is full-time, on-site, and requires a proactive, detail-oriented professional.

Qualifications

• Grade 12 is required.
• Minimum 3 years in Executive Support and related areas.
• Experience in Project Management and travel logistics is essential.

Responsibilities

• Executive administration support

Skills

Highly Energetic

Can of Attitude

Executive Support

People Supervision

Project Management

Oracle Knowledge

Diary Management

Travel Logistics

Education

Grade 12

Job description

About the job Executive Project Administrator

Urgently hiring an Executive Project Administrator

Department: Facilities

Reporting to Executive Head: Facilities

Remuneration: CTC from R12K R14K (dependent on experience, qualifications) plus 5% provident fund contribution

Contract type: Full-time, On-site, Permanent.

Client industry: Property development and management business.

Applications Closing date: 22ndJune 2023

Role and Responsibilities: The Executive Projects Administrator provides administrative support to Facilities Executive in the management of the business. This includes system administration, event logistics, diary management and travel coordination, general office administration, and Project Management administration and support. The Executive Projects Administrator supervises a number of clerical roles and occupies a key role in the company by providing critical Executive support.

REQUIREMENTS:

MINIMUM QUALIFICATIONS

• Grade 12

EXPERIENCE & SKILLS:

Specific Qualification: Essential / Desirable

• Highly Energetic: Essential
• Can of Attitude: Essential
• Executive Support: 3 Years
• People Supervision: 1 Year
• Project Management: 3 Years
• Oracle Knowledge: 1 Year
• Diary Management: 2 Years
• Travel Logistics: 2 Years

Key Performance Areas

• Project Management Administration and Support
• System Support
• Executive administration support
• People Supervision and development

ROLE OUTPUTS:

• Executive administration support
• Provide Administrative support to Executive.
• Diary Management
• Printing
• Filing
• Board packs compiling bringing and distribution.
• Managing board meetings Setting up, Acceptance, food provided, Board packs are ready, ensuring parking is available.
• Communication
• Minutes taking
• Produce reports, presentations & Briefings.
• Following up with stakeholders to provide feedback and consolidate information.
• Serving as the point of contact between the executive and their clients and/or service providers.

Staff Welfare:

• Monitor the budget and arrange payments.
• Report on staff welfare initiatives.
• Training of Facilities staff
• Monitor the budget and arrange the payments.
• Report on training interventions.
• Ensuring all compliance-related training is budgeted for and completed.
• Ensure training is conducted effectively.

System Support:

• Implementation of CiiMS across the organisation
• Management of Workshop 17 account
• Monitor and maintain of the following libraries:
• Lift library.
• Pest control library.
• Heat pump library.
• Sup pump library.
• Water storage tank library & any other facilities libraries.
• Any other facilities libraries
• Adding, and removing functions on CiiMS system
• Monitor Library compliance and flag with relevant stakeholders before they expire
• Oversee the process of building compliance.
• Oracle - Creating Purchase Orders
• Assigning or Closing open POs
• Training subordinates on Oracle.
• Managing Oracle training
• Trello Assigning work and ensuring it is executed within the specific time period.
• People Supervision and development
• Supervise, coach, mentor, and develop teams.
• Executing TAA approval
• Approving Leave
• Disciplinary hearings
• Coordinating Travel Arrangements
• Arranging flights, accommodation, and car hire for CFO, CEO, Executive Head of Facilities
• Management, Regional Precinct Managers, and Human Resource Managers.
• Manage International Bookings
• Visas
• Passports
• transfers
• Accommodation
• Currency exchange
• RSVP for Conferences
• Fight Bookings
• After-hours arrangements for any members of staff
• Compliance Monitoring
• Oversee the process of building compliance
• Ensuring that the compliance file is up to date (Audit)