Executive Assistant & Office Administrator / Uitvoerende Assistent & Kantooradministrateur (AD 129)

Introduction / Inleiding

Our client is a fast-paced, full-service marketing agency driven by creativity, innovation and results. Operating in a dynamic environment where priorities can change quickly, the company values initiative, efficiency and exceptional organisation. They are looking for a proactive and dependable individual to become the CEO's right hand while ensuring the smooth day-to-day functioning of the office. This is a hands-on role that combines executive assistance, office administration and operational coordination.

LOCATION: Faerie Glen, Pretoria

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Ons kliënt is 'n dinamiese, voldiensbemarkingsagentskap wat deur kreatiwiteit, innovasie en resultate gedryf word. Die maatskappy funksioneer in 'n vinnig veranderende omgewing waar inisiatief, doeltreffendheid en uitstekende organisasievaardighede noodsaaklik is. Hulle is op soek na 'n proaktiewe en betroubare individu wat as die uitvoerende hoof se regterhand kan optree en terselfdertyd die gladde daaglikse funksionering van die kantoor kan verseker. Hierdie praktiese rol kombineer uitvoerende ondersteuning, kantooradministrasie en operasionele koördinering.

LIGGING: Faerie Glen, Pretoria

Key Responsibilities / Sleutel Verantwoordelikhede

Managing the CEO's calendar, appointments, meetings, travel arrangements and daily priorities

Coordinating personal and professional arrangements, errands and administrative requirements

Preparing correspondence, meeting notes, documentation and executive communications

Handling confidential information and liaising with employees, clients, suppliers and external stakeholders

Overseeing daily office administration, including office supplies, equipment, maintenance and general operations

Managing office purchases, monitoring expenditure and maintaining accurate financial records

Assisting with supplier invoices, payment tracking, expense reconciliation and budget administration

Coordinating employee onboarding and offboarding, leave administration and HR-related documentation

Organising branding and marketing material collections, deliveries, company events and marketing activations

Coordinating internal communications, meetings, reminders and administrative follow-ups

Organising staff lunches, birthday celebrations and other company events

Identifying operational challenges, solving problems proactively and ensuring tasks are completed efficiently

Oversee front-of-house arrangements, including professional reception of clients and visitors.

Providing additional executive and operational support as required, including reasonable flexibility for urgent matters outside standard working hours

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Bestuur van die Uitvoerende hoof se dagboek, afsprake, vergaderings, reisreëlings en daaglikse prioriteite

Koördinering van persoonlike en professionele reëlings, boodskappe en administratiewe vereistes

Voorbereiding van korrespondensie, vergaderingsnotules, dokumentasie en kommunikasie namens die uitvoerende hoof

Hantering van vertroulike inligting en skakeling met werknemers, kliënte, verskaffers en eksterne belanghebbendes

Toesig oor daaglikse kantooradministrasie, insluitend kantoorbenodigdhede, toerusting, instandhouding en algemene bedrywighede

Bestuur van kantooraankope, monitering van uitgawes en boekhou van akkurate finansiële rekords

Bystand met verskaffersfakture, betalingsopvolging, uitgawerekonsiliasie en begrotingsadministrasie

Koördinering van die aanboordneming en uitdiensstelling van werknemers, verlofadministrasie en HR-verwante dokumentasie

Reël van die afhaal en aflewering van handelsmerk- en bemarkingsmateriaal, maatskappygeleenthede en bemarkingsaktiwiteite

Koördinering van interne kommunikasie, vergaderings, herinnerings en administratiewe opvolgwerk

Organisering van personeelmiddagetes, verjaarsdagvieringe en ander maatskappygeleenthede

Identifisering van operasionele uitdagings, proaktiewe probleemoplossing en toesien dat take doeltreffend afgehandel word

Hou toesig oor ontvangsreëlings, insluitend die professionele ontvangs en verwelkoming van kliënte en besoekers.

Lewering van verdere uitvoerende en operasionele ondersteuning soos benodig, insluitend redelike buigsaamheid vir dringende aangeleenthede buite gewone werksure

Minimum Requirements / Minimum Vereistes

Minimum of 2 years' relevant experience in executive assistance, office administration or a similar coordination role

Strong proficiency in Microsoft Office applications, particularly Outlook, Word and Excel

Excellent written and verbal communication skills

Experience with basic financial administration, invoices, expense tracking and budget management

Previous marketing-or-creative agency experience will be advantageous.

Exceptional organisational, planning and time-management skills

Strong problem-solving abilities and the ability to manage competing priorities independently

A proactive, hands-on approach with excellent attention to detail and follow-through

Professional conduct, sound judgement and the ability to maintain strict confidentiality

Valid driver's licence and reliable personal transport

Willingness to travel locally for work-related errands, purchases, collections and deliveries

Flexibility to assist with urgent executive requirements outside standard office hours, as reasonably agreed

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Minstens 2 jaar se toepaslike ervaring in uitvoerende ondersteuning, kantooradministrasie of 'n soortgelyke koördineringsrol

Goeie rekenaarvaardigheid, veral in Microsoft Office (Outlook, Word en Excel)

Uitstekende skriftelike en mondelinge kommunikasievaardighede

Ervaring met basiese finansiële administrasie, fakture, uitgawenasporing en begrotingsbestuur

Vorige ondervinding binne ’n bemarkings-, advertensie- of kreatiewe agentskap sal voordelig wees.

Uitstekende organisatoriese, beplannings- en tydbestuursvaardighede

Sterk probleemoplossingsvermoë en die vermoë om mededingende prioriteite onafhanklik te bestuur

'n Proaktiewe, praktiese ingesteldheid met uitstekende aandag aan detail en die vermoë om take deur te voer tot voltooiing

Professionele optrede, goeie oordeel en die vermoë om streng vertroulikheid te handhaaf

Geldige bestuurslisensie en eie betroubare vervoer

Bereidwilligheid om plaaslik te reis vir werkverwante take, aankope, afhaalwerk en aflewerings

Buigsaamheid om, soos ooreengekom, met dringende uitvoerende aangeleenthede buite gewone werksure te help

Salary / Salaris

Market Related

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Markverwant