Administrative Assistant at Indevaldi

Position Purpose

The purpose of the administrative assistant position is to provide efficient and effective administrative support to the organization and its staff. The administrative assistant will be responsible for managing various administrative tasks and functions to ensure the smooth operation of daily business activities. The position aims to enhance overall productivity and effectiveness by enabling staff members to focus on their core responsibilities while relying on the administrative assistant for efficient administrative support.

Position Summary

The administrative assistant position is vital in maintaining the seamless operations of the office, overseeing the administration workflow, and ensuring the production teams can perform with exceptional efficiency and productivity. The primary focus is on delivering a positive client experience at every touchpoint with the office, by setting clear expectations and consistently meeting or exceeding them. The role holds significant responsibility in job administration, data management, and optimizing workflows to drive overall effectiveness.

Position Duties and Responsibilities

A description of the duties and responsibilities assigned to the position; also referred to as the essential functions:

• Provide support to the Directors and Client Managers in client management aspects related to administration.
• Provide administrative assistance to Directors and Client Managers and staff.
• Assist in client invoicing processes.
• Perform and assist in office management tasks.
• Handle travel arrangements.
• Maintain records and databases.
• Assist with document preparation and reporting.
• Provide support in various operational management tasks.
• Various other ad hoc duties as required.

Detailed tasks for the duties and responsibilities will be made available during the recruitment process

Position Supervisory Responsibilities

Type and scope of supervisory responsibility that is expected from this position:

• None

­General information 

Position level:

• Level 1/2 (junior/intermediate)

Type:

• Permanent

Membership and Accreditations:

• None

Qualifications:

• Matric
• Certificate or Diploma in administration and office management

Experience:

• No experience is required for this role. However, at least one to two year in an administrative environment preferably in an accounting, legal or associated professional service firm with a staff compliment of no less than 10 people will be beneficial.

Software:

• Office product suite.
• Various software utilised in the practice (Xero, Draftworx, Dext, SARS platforms, etc)
• Practice Management Software.

Skills and Attributes:

These skills and/or abilities is required to be successful in this position:

• Produce work with a high level of accuracy
• High attention to detail
• Ability to always maintain discretion and privacy when dealing with sensitive and personal information.
• Ability to meet deadlines
• Excellent data entry skills
• Professionalism in appearance, communication and behaviour
• Ability to perform under pressure
• Ability to perform in a complex and fast-changing environment
• Ability to communicate professionally
• Ability to prioritise
• Ability to plan and organise own program
• Intermediate computer skills
• Proficient in Afrikaans and English (Read, Write and Speak)
• Low level problem solving skills
• Data processing and manipulation skills
• Good interpersonal skills
• Technology savvy
• Willing to take initiative to deliver results and grow as an individual
• Ability to work with and understand entrepreneurs.
• Ability to function in teams
• Impeccable client service skills
• Able to work with numbers, spreadsheets and perform simplistic calculations