Executive Assistant/office Manager - Johannesburg, South Africa - Quintessentially

Quintessentially

Verified Company

Johannesburg, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Job Title:
EA to CEO & Office Manager

Division:
Quintessentially SA (PTY) Limited

Reporting to:
CEO & COO

Hours of work:
Contractual hours are from 0900 to 1800 Monday to Friday.

However, it may be the case that in order to fulfill the duties of the role, different or additional hours may be necessary.

Requirement to be on call outside working hours in case of service-related emergency.

Job Summary:
To provide assistance for Quintessentially SA CEO and to manage office related duties.

Main duties &
responsibilities:

Coordinating office room moves whilst working with the IT department and facilities

-
To meet, greet & provide exceptional service for all guests & visitors:

Keeping an up to date record of our current supplier and facilities costings
Managing all incoming and outgoing post
Organising and contacting external suppliers and contractors to help with the upkeep of the office
Working with facilities to ensure office is kept free from clutter and anything not required is disposed of
Managing the ordering of business cards
Extensive diary management using outlook
Excellent inbox management and prioritisation
Proactively identify any changes needed in CEO's diary
Ensure all bookings in the diary are accurate and up to date
Organising meetings
Taking minutes at Board meetings
Preparing agenda's for meetings
Preparing PowerPoint / Excel or other slides/documents for meetings.

Short Term Deliverables:

Maintain the inventory of company devices updated and organize the handover of them in between former and new users.
Assist with office moves
Ensure all materials around the office are updated and on brand i.e. Wi-Fi passwords, imagery, plaques
Working with HR to review all abandoned documents to devise plan of action for their storage/disposal
Liaise with team responsible to ensure team special dates are celebrated and activations to boost morale organized.

Requirements
:
Excellent written & oral communication - fluent English a MUST

Extensive PA/ EA experience
Exposure to the handling of executives and senior executives
Strong IT skills (Microsoft Outlook, Word, Excel & PowerPoint
Takes ownership of tasks and projects and delivers excellent results.

- 'Can-do' attitude - ready to get involved at all times

Fast learner adapting to new processes in rapid change climate
The ability to prioritise, delegate and meet deadlines working under pressure
Proactive & reactive simultaneously
Ambitious
Resilient
Selfstarter & own manager work autonomously
Excellent interpersonal skills outstanding telephone manner
Mature approach, dedicated and committed with a strong drive, independent
Reliability excellent time keeping is crucial to this role
Polished appearance
Experienced in dealing with confidential information using discretion and sensitivity at all times