Personal Assistant - South Africa
Responsible for providing general administration, secretarial, marketing and office related support to the CEO, COO and the Team. General Admin Process reimbursements as requested and approved. Reconcile credit card & loyalty statements. Liaise with the relevant stakeholders to resolve related queries. Co-ordinate the company’s statutory document submissions and follow ups. Engage with Legal and Compliance to ensure that service provider contracts and SLAs are up to date and tracked correctly. Allocate and reconcile petty cash as required. Relieve switchboard when required. Ensure annual renewals for cell phones, post box & car licences are done timeously. General office ad hoc duties such as taking minutes, typing, filing, scanning, etc. Administer vouchers for birthdays, prizes and events. Maintenance of company insurance policy. Process payments and requisitions through the agreed process as required. Marketing Administer the company’s Facebook account and other social media accounts. Update and maintain the Organization’s intranet site. Effectively utilise the intranet to drive usage. Assist with drafting communications and placing onto the appropriate platform for distribution. Co-ordinate and compile surveys via the survey platform. Custodian of all marketing material for all marketing use (mailers, brochures, presentations, templates etc). Propose new ideas and concepts for social media, content sourcing and company brochures. Facilitate orders for branded stationary and other items as needed. Collaborate with stakeholders (internal and external) to extract content writing for social media platforms and marketing material. Operations Receive and welcome guests as required. Create birthday emails and send to the team electronically for all team members. Create farewell and congratulations cards as required. Provide support to the CEO and COO as required. Update the parking allocations and ensure the available parking bays are effectively allocated and managed through consultation with HR. Manage the issuing and collection of gate remotes. Managing of headsets; ensure that there is sufficient availability of headsets. Purchase additional headsets through IT and manage the allocation thereof. Arrange for flowers or a suitable alternative to be sent to employees when specified events occur. Facilitate the car wash process. Engage with the relevant teams to resolve queries raised. Collaborate with HR on people related events or change. Travel arrangements Facilities Ensure office and cleaning supplies are always replenished. Ensure the pest control services are scheduled at the agreed intervals. Liaise with the service provider to ensure that the office plants are maintained. Oversee that the required levels of service delivery with Red Alert are maintained. Perform ad hoc checks and provide feedback to the allocated Manager. Ensure changes are implemented. Co-ordinate the maintenance of the air-conditioning system. Liaise with the electrician to resolve all electrical services. Liaise with all relevant stakeholders to effectively manage the office facilities. Internal committees Health and Safety – effectively carry out the duties of the Health and Safety Representative. Liaise with the Health and Safety team to support the team. Internal Marketing Team – collaborate and guide the marketing team to ensure that the objectives are met. Co-ordinate the marketing team activities, assist with proposals and with implementing initiatives. Provide support to ad hoc office projects. Education & Experience: Secretarial course / office admin certificate will be an advantage. At least 3 years’ experience in a related/relevant field of work is required. Proven track record of good work performance is essential. Excellent communication and collaboration skills. Marketing skills. Valid driver’s license with own vehicle.
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