Jobs in Go!

To provide high level operatiional and administrative support, Managing internal communication and action items and tasks Executive Administration •Provide administrative and executive support to the CEO and ensure the smooth operation of the CEO's office. •Interact on a professional level with the team, delegates as well as other external stakeholders. •Liaise with the Board of executives, where relevant related to the coordination of board meetings, diary management, and distribution of board packs. •Liaise with our Board members and arrange any board lunches and staff entertainment etc. •Have sufficient knowledge of the Academy's operations and refer customers to the relevant parties as and when required. •Maintain confidentiality and discretion. •Prepare correspondence, reports, and material for publications and presentations at the CEO's request. •Ensure that a minimum of 3 (three) quotations are received from new service providers in instances of new contracts or proposals. •Set up the CEO's travel/accommodation arrangements (as well as in the event of sponsorships for SA Academy representatives) or for consultants, as and when required. •Prepare and consolidate the CEO's expense report. •Maintain and plan the CEO's diary. •Set up and take accurate minutes and action plans of MANCO and staff meetings. •Liaise with the MANCO and sub-committee members to coordinate sub-committee meetings, preparation of agenda and minutes, and distribution of packs. •Set up and coordinate meetings in a professional and efficient manner. •Send notices and invitations to required attendees for meetings. •Confirm attendance prior to meetings. •Create, prepare, and distribute meeting agendas, action points, and minutes. •Answer telephone calls and handle them appropriately. •Meet and greet clients and visitors at all levels. •Liaise with clients, suppliers, and other staff within the Academy and the Group. •Perform general clerical duties, including but not limited to photocopying and filing. •Maintain efficient hard copy and electronic filing systems. •Screen telephone calls, inquiries, and requests – handle when appropriate. •Deal with incoming emails. •Ensure that the CEO is well-prepared for meetings. •Take on some of the CEO's administrative responsibilities and work more closely with management. •Project manage any required office projects such as an office move or other related projects, as requested by the CEO. •Develop and optimise administration processes and procedures across the various teams. •Other duties as assigned. Infrastructure Management •Manage the facilities and infrastructure service providers by ensuring contracts are valid and fit for purpose. •Liaise and maintain the relationship with the managing agent regarding the offices where required.3 •Authorise purchase orders and ensure invoices are correct for authorisation by the CEO. •Manage the office cleaner/ office cleaning service provider. •Monitor all messages that come through the website on “contact us” and disseminate to and follow up with relevant departments. •Assist with administrative duties and overflow from product streams. •Keep the schedule of training and meeting room usage and ensure that there are no clashes, and to ensure they are prepared in advance of the meetings. •To order catering when required. •To maintain stock levels of office supplies and groceries and ensure efficiency as and when required within key deadlines. •Maintain stock counts of office supplies regularly to avoid urgent orders. •Oversee the IT and infrastructure of the Academy by liaising with the outsourced IT and other support service providers. •Oversee all other office equipment and ensure it is in good working order. •Maintain oversight of office health and safety requirements. •Improve business processes through innovative recommendations as agreed to within a specified timeframe. •To perform any additional responsibilities or tasks according to specifications as and when required. Job Requirements Formal education •Matric •Degree in Administration-related studies is a pre-requisite. •Post-graduate administration-related qualifications would be beneficial. Computer literacy •High literacy – MS Packages (Word, Excel, PowerPoint, Outlook, Internet). •Presentation skills •SAGE/ Pastel required •YM would be an advantage Specific Skills •Must have good business acumen. •Be a good communicator - verbally and in writing. •An excellent command of the English language – spelling, grammar, and punctuation. •Good keyboard skills (ability to type 60 wpm). •Good IT skills and to be confident in using a range of software packages. •To be able to prioritise work and multi-task. •Accuracy and attention to detail. •Good organizational skills. •To work well independently or as part of a team. •To be discreet when handling confidential information. •A pleasant, friendly manner. •To work well under pressure and be able to meet deadlines. •An awareness of other cultures, particularly if the employer deals with international customers. •An awareness of the needs of people with different disabilities. •Ability to handle stress. •Use initiative. •Pro-active – envisage problem areas and seek solutions. •Good customer service orientation. •Telephone Etiquette. Experience •Must have served as an Executive PA and/or Office Manager for at least 5 years. •Must have been a personal assistant at an Executive level for at least 3 years. Market Related Apply Now

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Jobs in Go!