25 Executive Assistance jobs in Cape Town

JOB SUMMARY:

Responsible for the managing of the server and the documentation relative to all projects.

TASK DESCRIPTION

• Maintaining database and filing system.

• Meeting deadlines
• Keeping the server up to date at all times
• Ensuring that all documentation is filed correctly
• Driving the Auditor General queries and obtaining the relevant information to successfully complete the AG audits
• Complying with all processes and protocols
  • Independently obtaining all information required from PSPs, Contractors, etc.
  • Handling calendar events, setting up meetings, etc.
  • Organizing reports and documents
  • Answering phone calls and screening visitors
  • Handling office management duties
  • Making travel arrangements
  • Coordinating and managing the recruitment and onboarding for new employees
  • Organizing office events
  • Organize department vehicles and bookings
  • Manage and update the leave tracker and obtain relevant sick leave notes
  • Draft business letters
  • Assisting in Tender Documentation
  • All other ad-hoc duties required

DELIVERABLES

Needs to be accurate, precise, and correct.

1. GENERAL

Any additional administration tasks that may be required from time to time.

The successful candidate will work under the supervision of the Executive.

1. KEY DECISIONS THIS POSITION MAKES

• Escalate problems on projects timeously.
• Ensuring the integrity of data collected, collated, and submitted.
• Operational Decisions related to work responsibilities.

1. RESPONSABILITIES DELEGATED TO THIS POSITION

• Manage, develop, and sustain effective working relations with internal and external stakeholders.

1. KEY AREAS OF COMPETENCE REQUIRED
   • Knowledge of CIDB, PROCSA, Fee Scales, consultant’s appointments (beneficial).
   • Problem Solving by analysing and process information, asking probing questions.
   • Communicating Information by being articulate.
   • Showing resilience and remaining composed when dealing with pressure.
   • Strong Processing skills by being target focused and meeting deadlines.
   • Being meticulous, conscientious, and thorough.
   • Following Procedures, Protocols, and Instructions .
   • Behaving ethically and justly.
   • Focused on output.
   • Pursuing Goals by striving to achieve outstanding results, being ambitious, persists through difficulties to achieve results.

1. EXPERIENCE REQUIRED

• Experience in the construction industry would be beneficial.
• Experience in contracts (JBCC and NEC) administration and financial administration would be beneficial.
• Experience in Project/Programme Management is a bonus.

Minimum experience: 2 years

Employer Description

This is a construction company involved in building and civil engineering projects

Job Description

Your duties will encompass:

• Responsible for the managing of the server and the documentation relative to all projects of the company.
• Maintaining database and filing system.
• Always keeping the server up to date.
• Driving the Auditor General queries and obtaining the relevant information to successfully complete the audits.
• Handling calendar events, setting up meetings, etc.
• Organizing reports and documents
• Answering phone calls and screening visitors
• Handling office management duties
• Making travel arrangements
• Coordinating and managing the recruitment and onboarding for new employees
• Organizing office events, department vehicles and bookings
• Manage and update the leave tracker and obtain relevant sick leave notes
• Draft business letters
• Assisting in Tender Documentation

Qualifications

• Matric

Skills

• Minimum 3 years experience in the same role.
• Experience dealing with multiple calendars.
• Experience in contracts (JBCC and NEC) administration and financial administration.
• Experience in Project/Programme Management.
• Knowledge of CIDB, PROCSA, Fee Scales, consultants appointments.
• Great communicating.
• Showing resilience and remaining composed when dealing with pressure.
• Strong Processing skills by being target focused and meeting deadlines.
• Following Procedures, Protocols, and Instructions.

Benefits

• Provident Fund

• Executive Assistant /Secretarial qualification.
• Office Management Diploma will be advantages
• At least 6 years of working experience as an executive assistant or other relevant administrative support experience.
• Proficient computer skills, including MS Office Suite; scheduling appointments/ updating calendar is a must.
• Excellent written and verbal communication skills.
• Excellent time management and prioritization skills.
• Able to concentrate on multiple problems/ tasks at once.

• Ensure the daily the schedule of the Country Manager is well managed.
• To plan logistical and administrative support for all meetings that will be held in the region working with overseas colleagues or external vendors.
• Manage major events with logistical and administrative support.
• To follow up on key actions/tasks to ensure timely execution to meet established deadlines.
• To assist in completing and/or co-coordinating activities as related to assigned department projects/ assignments.
• To keep track of timelines for submission or completion of reports.
• To assist in PowerPoint presentations, gathering and summarizing information from various sources requested; create and format reports and presentation materials.
• To manage all incoming visitors and provide support with the logistical requirements.
• To maintain an efficient document-management system and ensure accessibility of information.
• To arrange and co-ordinate hotel accommodations, travelling schedules and visa applications for the Country Manager.
• To raise Purchase Orders via SAP system.
• Monitor business / travel related expenses and ensure claims / expenses reports are submitted for reimbursements in a timely manner
• To monitor departmental expenses.
• To manage the Vodacom account including maintaining the asset register in this regard
• To manage the application of company credit cards
• To compile Accrual Reports and provide support on the quarterly forecast budgeting process.
• Responsible for general office management Canteen supplies, office maintenance is
• Manage Receptionist and Bidvest Cleaner.
• Assist with Ad-hoc personal requests from Country Manager

Functional Competencies:

• High attention to detail
• Excellent verbal and written communication skills
• Present good problem-solving skills.
• Manage Processes end to end
• Proactive and able to work independently
• A high degree of flexibility and initiative
• Ability to work in a fast-paced environment

• Exceptional planning and organizational Skills
• Ability to build strong relationships with internal and external stakeholders

Behavioral Competencies

• The incumbent should be punctual at all times
• Deadline driven
• Operate with a high degree of integrity