Administrative Assistant

PURPOSE

The Administrative Assistant provides comprehensive support to ensure efficient day-to-day operations within the organisation. This role includes administrative duties, communication facilitation, calendar management, document handling, and operational support for various teams. The Administrative Assistant serves as the first point of contact for inquiries, ensuring smooth communication and seamless coordination across departments.

OBJECTIVES (main duties and responsibilities)

Administrative Support:

• Manage schedules, appointments, and meetings for managers or teams.
• Prepare, edit, and distribute correspondence, reports, and presentations.
• Maintain accurate and organised records, files, and databases.
• Support HR functions, such as onboarding new employees or maintaining personnel records.
• Liaise with vendors and service providers to ensure quality and timely services.
• Order, prepare and hand out SWAG to new employees.

Office Operations:

• Monitor and maintain office supplies, placing orders as needed.
• Oversee facility management, including office equipment maintenance and liaising with service providers.
• Ensure the office environment is clean, organised, and welcoming.
• Arrange vehicle services and license disks.

Communication Coordination:

• Act as a central point of communication between teams and external contacts.
• Handle incoming inquiries via email, phone, or mail, and redirect or respond as necessary.
• Assist with coordinating and communicating company announcements or events.

Event and Travel Planning:

• Organise team events, year end functions, meetings, or workshops, including logistics and catering.
• Arrange travel bookings, including flights, accommodation, and transportation.
• Create and distribute detailed itineraries for employees and visitors.
• Gees committee Representative 

Document and Data Management:

• Draft, proofread, and format documents and presentations.
• Maintain data accuracy in internal systems and ensure document compliance with company standards.
• Assist in preparing reports, spreadsheets, or summaries as needed.

Project Assistance:

• Support ongoing projects by managing timelines, schedules, and deliverables.
• Conduct basic research or gather data to support decision-making processes.

ROLE REQUIREMENTS

Formal Qualifications

• High school diploma or equivalent; a diploma or degree in Office Administration or a related field is preferred.
• Additional certifications in Office Management or Business Administration are advantageous.

Knowledge, Skills & Experience

Knowledge:

• Familiarity with administrative and office management best practices.
• Understanding of basic financial processes, such as invoicing or budgeting (preferred).

Competencies:

• Communication Skills: Excellent written and verbal communication to interact professionally with all stakeholders.
• Time Management: Ability to prioritise tasks and meet deadlines in a fast-paced environment.
• Problem Solving: Proactively identify issues and suggest practical solutions.
• Attention to Detail: Ensure accuracy and consistency in all tasks.
• Interpersonal Skills: Strong ability to build relationships and foster teamwork.

Skills:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with scheduling and communication tools (e.g., Google, Teams, Zoom, Slack).
• Strong organisational and multitasking abilities.

Job Related Experience

• Minimum of 2-3 years of experience in an administrative role or similar position.
• Proven experience in managing schedules, communication, and operational tasks.
• Familiarity with event planning and travel coordination is an advantage.

CULTURE

• Innovation-Driven: Embrace change and seek ways to improve processes.
• Collaborative Environment: Work closely with teams and foster positive relationships.
• Commitment to Excellence: Strive for accuracy and efficiency in every task.
• Integrity and Accountability: Uphold professionalism and take ownership of responsibilities.
• Team Spirit: Contribute to creating a supportive, engaging workplace where everyone thrives.
• Lekker person!

COMPANY OVERVIEW

Visit our About Us page to discover more about our culture, work ethic, and vision.