Office Manager and Executive Assistant at KLM Empowered

Reports to

CEO

Division

Executive 

Key Customers

Internal

Role Description

Purpose of the position

To provide high-level administrative support to the CEO and executive team and ensure the smooth running of the office on a day-to-day basis.   

Key Performance Areas

• Manage the calendar/diary of the CEO and executive team
• Schedule meetings, arrange meeting logistics, invite meeting attendees, prepare and distribute meeting agendas and other relevant documentation (meeting packs), prepare and distribute minutes, and follow up on action items (for multiple companies) 
• Screen phone calls and emails, and respond or forward as appropriate
• Process incoming correspondence and action as required
• Collect and collate information required for the preparation of reports
• Produce documents, reports, proposals and presentations as requested by the CEO and executive team
• Update the CRM system on behalf of the CEO and executive team
• Maintain an up-to-date, orderly and logical filing system
• Arrange functions and events as requested by the CEO and executive team
• Arrange flights, car hire and accommodation for the management team
• Carry out specific projects and tasks as requested by the CEO and executive team
• Provide administrative support for the CEO’s personal portfolios
• Plan and organize special events e.g. year-end function, birthday celebrations, work anniversaries, Spring Day, Boss’s Day, etc.
• Manage stationery supplies for internal staff
• Manage supplies of tea, coffee and refreshments
• Supervise the Head Office Receptionists and Office Assistants, including performance management, coaching, and implementation of learning and development plans
• Ensure that the office premises are prepared to receive guests i.e. set up meeting rooms, arrange refreshments, and create the appropriate ambience in line with guidelines provided
• Ensure that visitors and callers are treated in accordance with KLM Empowered hospitality and customer experience standards and guidelines
• Ensure that the office premises are always neat and clean
• Ensure that health and safety policies are enforced
• Monitor and enforce the KLM Empowered dress code and code of conduct 
• Maintain and distribute the staff and emergency contact list
• Arrange catering for meetings and internal events
• Manage office moves where relevant 

Role Requirements

Qualifications

A diploma in Marketing, Administration or the equivalent 

Experience

Minimum of five (5) years’ experience in a similar role

Competencies Required

• Organised and logical with exceptional attention to detail
• Solid leadership and interpersonal skills
• Advanced Microsoft Office skills, including Excel and PowerPoint
• Sound graphic design skills to prepare professional, visually appealing documents, proposals and presentations
• Outstanding English language proficiency
• Exceptional relationship building skills
• Able to work in a team-oriented, collaborative environment
• Able to multi-task and operate in a fast-paced environment
• Able to work under pressure and meet tight deadlines
• Outstanding administrative efficiency and accuracy
• Excellent communication skills (written and verbal)
• Exceptional planning and time management skills
• Superior project management skills  
• A passion for delivering memorable customer experiences

Additional Requirements

• A valid RSA driver’s license and own transport
• Ability to work extended hours if required