Administrative Assistant & Events Coordinator at Allan Gray Orbis Foundation

Objectives of Role

Administrative Support:

• Provide comprehensive administrative support to the BCL team, including scheduling meetings, managing calendars, and handling correspondence.
• Handle incoming and outgoing communications, including emails and phone calls.
• Build and maintain database of contacts
• Assist with financial tracking and reporting support, such as capturing receipts for team members and maintaining accurate records and filing of expenses.
• Support capturing and reconciling of payments to suppliers and partners
• Procurement support: sourcing quotes, accurate invoicing and following up with suppliers
• Maintain and organise filing, documents, and supplies.
• Handle procurement and inventory management of office supplies, furniture, and other necessary materials.

Event Coordination:

• Assist with planning, organizing, and executing events, conferences, seminars, workshops, and other company gatherings.
• Coordinate event logistics, including venue selection, audiovisual equipment setup, catering, transportation, and accommodation for attendees and speakers.
• Manage communication with all event stakeholders including suppliers and participants.
• Develop event timelines and work closely with internal teams and external vendors to ensure all aspects of events run smoothly.
• Manage event budgets and track expenses to ensure cost-effectiveness.
• Oversee event registration and handle participant inquiries before and during events.

Travel, Transfers, and Accommodation:

• Arrange travel itineraries and accommodation for employees and external stakeholders.
• Coordinate airport transfers and transportation for business-related trips.
• Maintain travel records and receipts, ensuring compliance with the company's travel policies.

Experience and Qualifications

Education:

• Tertiary qualification in Business Administration, Event Management, Project Management or related fields preferred.

Experience:

• Administrative Support: Minimum 3 years’ experience in administrative roles, including calendar management, correspondence handling, and office organization.
• Event Coordination: Proven experience in planning and coordinating events, including logistics management, stakeholder communication, and budget oversight.
• Finance Support: Background in basic financial tasks, such as tracking expenses, capturing receipts, and maintaining accurate financial records.
• Demonstrated experience of excellent English verbal and written communication skills.
• High level of proficiency in Microsoft Office Suite and other relevant software.