Executive PA (FTC)

Job Description:

Fixed-Term Contract (6 months)

PROCESS:

Switchboard

• Answering of switch board in a professional and courteous manner
• Transfer calls, and take messages when required
• Updating of internal telephone list
• Reply to general information requests with accurate and up to date information

Office Management

• All general office duties (copying, faxing, filing, binding, etc.)
• Sort incoming mail, , and courier deliveries for distribution
•  Arrange for items to be couriered as required
• Maintain the meeting rooms bookings register (Projectors/Boardrooms)
• Resolve administrative problems and inquiries
• Monitor and maintain office stock levels (stationary, refreshments, water, etc.), including ordering process

Meetings & Events

• Greeting and receiving of clients/suppliers/visitors to the organization in a professional and friendly manner
• Planning and executing Company events, including liaising with suppliers/vendors, internal stakeholders
• Managing of the events budget in line with company policies
• Take minutes at meetings
• Distribute minutes

Company Vehicle

• Ensure company vehicle is regularly inspected and washed
• Plan and execute annual services for company vehicle
• Manage all bookings for company vehicle in line with company policies

Purchasing Administration:

• Conduct general Purchasing administration
• Create PRs
• Receive invoices & ensure sign offs are done in line with Company Policy

Calendar Management

• Manage calendars for General Manager and other Executive Managers (as required)

Travel Management

• Manage travel and travel budget in line with Group and Company policies
• Develop and maintain relationships with Travel Agents
• Liaise with internal stakeholders on travel needs (local and international travel, including travel for Head Office departments & Senior Management when required)
• Liaise with travel agents to finalise travel arrangements in line with Company policies.

To apply, please submit your resume and cover letter outlining your interest for this role.