Executive Assistant / Office Manager at Bluespec Holdings

Job Functions:

Provide a comprehensive Executive PA service to CEO.

• Manage executive diary.
• Manage corporate credit card : purchases, functions, staff welfare, day to day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and clients’ meetings.
• Research for and prepare meeting agendas.
• Produce professionally typed documents as requested.

Provide a comprehensive day to day service on the smooth running of the office.

• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposal.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
• Escalate unresolved queries to CEO, COO, and related departments.
• Manage personal administration and documents.
• Ensure the smooth running of the office on a day-to-day basis.
• Oversee maintenance of office equipment.
• Support staff in maintaining a positive, work effective environment at the office.
• Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

Ensure a superior front office service is provided at all times through management of reception staff.

Monitor and ensure :

• Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

 Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staff

Monitor and ensure :

• Cleaning staff operate according to set standards (job profile, company standards)
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

Ad Hoc projects

• Arrange special events (e.g., year-end functions and conferences)
• Conduct research as and when requested by CEO.
• Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

Facilitate:

• Implementation and maintenance of procedures and administrative systems.
• Internal controls
• Legal contracts
• Other projects as identified.
• Team building
• Staff functions
• Meetings with cleaning staff, receptionist, chef.

Requirements

Job Requirements:

• 7 Years Executive PA experience 
• Ideally in Finance and Motor industry
• National Senior Certificate

Key relationships 

• Internal – Executive Directors and Management, Resident staff, Group Executives, HR.
• External – Insurance Companies, Service Providers and Customers

Technical (systems) knowledge required

• All Microsoft Suites – intermediate
• First assist system (Dreamtec)