Temp Team Admin Assistant (Maternity Cover)

ARRCC; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

ARRCC is a leading interior design studio seeking a Team Administrative Assistant (Maternity Cover) to support Team Leaders and keep project teams operating smoothly. The role requires exceptional attention to detail, organisational excellence, and strong Microsoft Office skills.

You will manage diaries, meetings, travel, and documentation while coordinating project schedules, databases, and reporting. The position emphasizes confidentiality, accountability, and a proactive, collaborative work

Qualifications

• Experience providing administrative support to senior teams in a fast-paced environment.
• Proactive, detail-oriented, and highly organized with strong planning skills.
• Excellent written and verbal communication with high-level spelling and grammar.

Responsibilities

• Manage Team Leaders' diaries, appointments, meetings, travel arrangements, and schedules.
• Coordinate recurring meetings and ensure information is prepared in advance.
• Screen and prioritize incoming calls and correspondence.
• Prepare professional documentation, reports, presentations, and meeting minutes.
• Assist with personal administrative matters when required.
• Support team members with general administrative requirements.
• Coordinate 3D render bookings and monitor deadlines.
• Maintain project programmes, calendars, and deliverables.
• Track project progress and assist with production management systems.
• Ensure project information is accurately maintained across internal systems.
• Maintain administrative databases and team records.
• Manage email administration, generic responses, and mailbox organization.
• Update and maintain records within Open Asset, Vantage, SACAP, and other internal systems.
• Monitor data accuracy and drive compliance with company procedures.
• Manage timesheet follow-ups and monitor team overtime.
• Produce weekly overtime and DG reports.
• Track SACAP CPD requirements, annual fees, and team action items.
• Assist with procedure development, implementation, and compliance monitoring.
• Arrange local and international travel, accommodation, and Forex requirements.
• Coordinate client visits, itineraries, lunches, and studio logistics.
• Prepare boardrooms and technology requirements for meetings and presentations.
• Assist with office supplies and general studio administration.

Skills

MS Office

Organization

Time management

Meeting minutes

Communication

Multitasking

Confidentiality

Teamwork

Tools

Open Asset

Vantage

SACAP

Job description

Join One of the World's Leading Interior Design Studios

ARRCC is an internationally acclaimed interior architecture, interior design and décor studio renowned for creating extraordinary spaces around the globe. We are looking for an exceptional Team Admn Assistant (Maternity Cover) to provide comprehensive administrative support to our Team Leaders and play a key role in ensuring the smooth operation of our project teams.

This is an opportunity for a detail-oriented, highly organized individual who enjoys working in a dynamic, deadline-driven environment and takes pride in delivering outstanding support.

The Role

As a Team Administrator Assistant, you will act as a trusted partner to Team Leaders, managing schedules, coordinating meetings, maintaining systems and databases, and ensuring that projects and administrative processes progress efficiently. While your primary focus will be supporting your assigned team, you may occasionally assist other support functions across the business.

Key Responsibilities

Executive & Team Support

• Manage Team Leaders' diaries, appointments, meetings, travel arrangements, and schedules.
• Coordinate recurring meetings and ensure all required information is prepared in advance.
• Screen and prioritize incoming calls and correspondence.
• Prepare professional documentation, reports, presentations, and meeting minutes.
• Assist with personal administrative matters when required.
• Support team members with general administrative requirements.

Project & Production Administration

• Coordinate 3D render bookings and monitor related deadlines.
• Maintain project programmes, calendars, and deliverables.
• Track project progress and assist with production management systems.
• Ensure project information is accurately maintained across internal systems.

Systems & Database Management

• Maintain administrative databases and team records.
• Manage email administration, generic responses, and mailbox organization.
• Update and maintain records within Open Asset, Vantage, SACAP, and other internal systems.
• Monitor data accuracy and drive compliance with company procedures.

Reporting & Compliance

• Manage timesheet follow-ups and monitor team overtime.
• Produce weekly overtime and DG reports.
• Track SACAP CPD requirements, annual fees, and team action items.
• Assist with procedure development, implementation, and compliance monitoring.

Travel, Events & Client Coordination

• Arrange local and international travel, accommodation, and Forex requirements.
• Coordinate client visits, itineraries, lunches, and studio logistics.
• Prepare boardrooms and technology requirements for meetings and presentations.
• Assist with office supplies and general studio administration.

What We're Looking For

Essential Skills & Experience

• Exceptional attention to detail and accuracy.
• Outstanding organizational and time management skills.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills with strong spelling and grammar.
• Proven ability to manage multiple priorities in a deadline-driven environment.
• Experience taking meeting minutes and producing professional documentation.
• Strong interpersonal skills with the ability to build relationships across all levels.
• Ability to work independently while contributing positively to a collaborative team.
• Professional, discreet, and trustworthy when handling confidential information.
• Proactive mindset with a strong sense of ownership and accountability.

Personal Attributes

• Calm under pressure and highly adaptable.
• Resourceful and solutions-driven.
• Professional and service-oriented.
• Reliable, dependable, and committed to high standards.
• Flexible and willing to work additional hours when required.

Why Join ARRCC?

At ARRCC, you'll be part of a globally recognized studio known for creativity, excellence, and innovation. You'll work alongside talented professionals on prestigious international projects while contributing to a collaborative and inspiring studio culture.