Administration Assistant

Description

Administration Assistant This role requires a meticulous, self-motivated professional capable of managing multi-faceted tasks independently while maintaining strict compliance with organizational standards. The successful candidate will be responsible for compiling and delivering comprehensive monthly management reports, overseeing daily office operations and maintaining administrative workflows. Job Location: Gqeberha Key Responsibilities: Executive & Governance Support:

• Manage scheduling, venue setup, and material preparation.

• Record and distribute action items from executive sessions.

• Coordinate logistics and document outcomes.

• Organize appreciation gifts and team acknowledgements.

Calendar & Meeting Coordination

• Systematically schedule recurring corporate events.

• Coordinate weekly operational touchpoints.

• Set up large-scale internal presentations.

• Maintain and distribute the team on-call schedule.

• Send timely alerts for deadlines and milestones.

• Manage bookings, cleanliness, and meeting readiness.

Travel, Event & Visit Logistics

• Handle end-to-end logistics, welcome guests, and guide corporate visitors. Source, buy, and manage dedicated stock and refreshments for arriving delegations.

• Arrange international and domestic itineraries.

• Book lodging aligned with corporate travel policies.

• Secure coverage for all travelling personnel.

• Plan and execute corporate morale events.

• Coordinate hospitality and client entertainment outings.

• Oversee the corporate celebration.

Financial & Asset Administration

• Process employee reimbursements accurately.

• Reconcile statements and track receipts.

• Administer card issuance and system access.

• Verify and log mileage reimbursements.

• Analyse and report on corporate fuel consumption.

• Oversee vehicle documentation and allocation.

Office & Facilities Operations

• Monitor stock levels and place orders for Management Office.

• Coordinate the year-end corporate diary orders.

Information & Communication Management

• Disseminate announcements across the organization as well as daily comms.

• Ensure completion of and distribution of weekly and monthly reports.

• Organize digital workspaces and file permissions.  Manage plant SharePoint site.

• Maintain physical and digital records retention.

• Moderate official instant messaging channels.

• Update company Management structural diagrams regularly.

Administration Support

• Provide administrative support to the Plant Manager and operational managers to meet daily business and ad-hoc department needs.

Minimum Requirements

• Matric essential

• Secretarial Diploma and or extensive experience at an equivalent level

• Ten-year experience on a senior level

• Computer literate (advance level on all packages)

• Competency in Email, Windows and Microsoft office software as well as SharePoint