Snr Administrative Officer

SENIOR ADMINISTRATIVE OFFICER, BRYANSTON-GAUTENG 
 Reporting directly to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) 
 SKILLS & EXPERIENCE REQUIRED 
 
 • Secretarial and Office Management Diploma or equivalent.
 • A minimum of 5 relevant years’ relevant experience. Experience in a built environment consulting practice is preferred.
 • Proven experience supporting senior managers or executives.
 • Proficient in Microsoft Office Suite, particularly MS Word, Excel, PowerPoint and Outlook.
 • Experience in the day-to-day supervision and management of staff.
 • Experience in office management will be advantageous.
 • Experience with Company Secretarial or Governance matters is an advantage.
 • Thorough knowledge of corporate office operations and an understanding of organizational policies and procedures.
 • Ability to format and type a full range of correspondence, reports, drafts etc. from rough draft, transcription, dictated notes, etc.
 • Edit documents using knowledge of grammar, punctuation and spelling experience.
 • Ability to take minutes at meetings.
 • Ability to organize and maintain files electronically (including confidential files).
 • Ability to compose complex letters and/ or memoranda, securing information from a variety of sources and exercise judgment in the selection of items to be included.
 • Ability to screen letters, memos, reports and other materials to determine action required.
 • Excellent written and verbal communication.
 • Proven ability to work under pressure, multi-task, meet deadlines and detail orientated.
 • Excellent interpersonal skills with the ability to work with diverse individuals.
 • Ability to analyze and present information visually and clearly.
 • Report writing skills.
 • Ability to work independently and as part of a team.
 • Ability to manage complex schedules, priorities, and competing deadlines.
 • Demonstrated ability to handle sensitive information with discretion and always maintain confidentiality.
 
 JOB RESPONSIBILITIES 
 Secretarial and Administration: 
 
 • Provide general secretarial functions to the CEO and CFO.
 • Facilitate travel arrangements (booking of flights, hotels, cars etc.) for the Corporate Services team.
 • Arrange and coordinate meetings and company conferences (including venue and equipment).
 • Research, assemble and coordinate meeting materials for Board, EXCO, MANCO, Fincom, Shareholder meetings, AGM, Leadership workshops, etc.
 • Write minutes of meetings, lectures, conferences, etc. from rough draft / recordings.
 • Screen incoming calls to the CEO and CFO.
 • Coordinate with internal and external clients on a variety of non-routine matters.
 • Liaise with company-wide offices regarding administrative related matters.
 • Detailed planning of the programme of work for the office and develop processes for efficient delivery.
 
 Bryanston Office Management: 
 
 • Oversee the procurement of Bryanston office supplies, furniture, consumables and refreshments.
 • Oversee collection and delivery requests in the Bryanston office.
 • Manage the day-to-day operations as well as general maintenance and repairs of the Bryanston office.
 • Day-to-day management of Bryanston office staff (receptionist, driver, and cleaner).
 • Oversee lunches /refreshments in the Bryanston office for internal/external meetings.
 • Manage the use of and maintenance of the Bryanston company vehicle.
 • Allocation of parking bays and access cards to the Bryanston office staff.
 • Ensure that deductions for the Bryanston office parking bays and/or lost access cards are submitted to HR (payroll).
 • Communication with the landlord/service providers regarding the Bryanston office maintenance and related issues and ensure the effective and speedy resolution thereof.
 • Manage the archiving of documents in the Bryanston office.
 • Petty Cash Management (issuing and reconciliation).
 
 Marketing: 
 
 • Liaise with CEO and senior management to identify items for inclusion in the InForm newsletter (2x per month).
 • Access information from relevant persons for inclusion in the InForm and forward to external consultant for drafting into InForm.
 • Act as the liaison point for information to be communicated from the CEO’s office.
 • Ensure that the client’s social media presence is active by providing the relevant assistance and guidance.
 
 Governance: 
 
 • Co-ordinate and assist the CFO on the Ownership aspect of the B-BBEE audit.
 • Assist the CFO with the share sale process, i.e. liaise and co-ordinate with the Company Secretary on the share transfer process and ensure proper record keeping.
 • Update the expanded shareholders list post the April share sale for tendering purposes.
 • Assist with updating the MANCO risk register.
 • Assist the CEO and CFO as and when required with presentations and company secretarial matters.
 
 General: 
 
 • Compliance with and managing direct report with the company’s Quality Management System (ISO9001:2015) and Business Management System (BMS).
 • Maintain regular and continued professional development through on the job training, in-house courses, seminars or outsourced specialist training as required and agreed with the CEO and/or CFO.
 • Involvement in various special projects as and when required.
 • Adhoc tasks as required.