To coordinate, plan, support, and organize the activities of the Managing Director and Executive Team, while managing various office functions to ensure operational efficiency and executive effectiveness within the company.
Provide comprehensive administrative support to the Managing Director and Executive Team
•Play a personal assistant role to the Managing Director
•Manage calls, emails, reports, presentations, and correspondence.
•Manage daily scheduling and diary coordination for the Managing Director and Executives, interfacing with internal staff, customers, and suppliers.
•Assist in the execution of strategic and operational tasks as directed by Executives to enhance service delivery and stakeholder relationships.
•Compile and submit monthly strategic scorecards.
•Record, prepare, and distribute minutes of meetings.
•Oversee general office maintenance and coordinate actions as needed.
•Organize visits by international guests and coordinate travel arrangements (local and international) including visas, forex, and reconciliation of travel advances.
•Oversee and approve office purchases for kitchen, boardroom, and stationery supplies for staff and visitors.
•Manage and track legal agreements with customers and suppliers, including digital filing and monitoring expiration datesControl pre-printed stationery stock and boardroom bookings.
•Manage copier procurement and maintenance.
•Supervise front and reception operations, including PABX and monthly reporting.
•Coordinate employee recognition initiatives (Employee of the Month/Quarter/Year).
•Oversee office security operations and liaise with security personnel.
•Conduct administrative inductions for new employees.
•Manage the main sales inquiry mailbox and route inquiries appropriately.
•Ensure company information is current on the National Treasury/Government website.
•Liaise with building tenants and ensure communication of rental escalations to relevant departments.
•Coordinate internal events including quarterly townhalls, year-end functions, and recurring meeting schedules.
•Handle customer and staff gift purchases, as well as annual company calendar design, procurement, and distribution.