Executive Administrator at Mars

What are we looking for?

• Executive Administration Coordinator I-B3 provides the highest level of effective and efficient support to senior leaders. The incumbent must have a high level of attention to detail, excellent organizational skills and the ability to effectively collaborate with senior leaders and peers.
• Must have Matric, Bachelors degree an advantage
• Proficient computer skills and in-depth knowledge of relevant software such as SAP, MS Office, Outlook
• Knowledge of standard office administrative practices and procedures
• Project Management
• At least 3 years’ experience in providing support at a high level to an Executive team
• Full Time Office Based Role

What will be your key responsibilities?

• Plan & execute complex, detailed travel itineraries including all transportation, hotel accommodations; obtaining all necessary visas & travel documents.
• Expense reporting and vacation tracking.
• Actively manage/maintain electronic calendars and arrange telephone / video / telepresence conferences, meetings, and other appointments across multiple time zones.
• Process all correspondence: calls/voice mail, mail, packages, faxes, invoices, as well as the printing, circulation, scanning, filing, shredding of documents.
• Maintain up-to-date/accurate information on applicable databases, including Visitor’s Log, and Room Reservations.
• Plan meetings/events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
• Print, collate, produce and distribute highly confidential books and/or special documents as requested.
• Take the initiative to identify and undertake opportunities that add value to the efficient operation of the office.
• Generate requisitions for Purchase Orders as necessary.

Office Management

• Ongoing workflow improvement and workplace effectiveness
• Managing office materials, refreshments, and supplies for office events
• Managing the office environment ito supplies and maintenance issues
• Supervise, coach and train cleaning staff per SLA with service providers
• Support receptionist on daily requests
• Managing the Staff shop, ito operations and stock
• AdHoc Office Administration & P&O Support
• Personnel Filing
• Payroll Administration
• Coordinate administration, meetings & site visits with Alexandra Forbes & Discovery (manage annual calendar for on-site planned visits)
• Coordinate long service gifts/awards for associates
• Co-ordinate and file copies of all training registers, invoices and certificates for the annual compilation of WSP/ATR