PA to CEO and Office Manager at Inospace

Job Description
Job Summary:

• The Personal Assistant to the CEO and Office Manager plays a critical role in supporting the CEO by providing comprehensive administrative support, managing the executive office's day-to-day operations, and ensuring seamless coordination between the CEO and various stakeholders. This role also includes overseeing office management and reception functions, ensuring a smooth and efficient working environment for all team members.

Key Responsibilities:

Office Management:

• Oversee daily office operations, including managing office supplies, equipment, and facilities.
• Coordinate and maintain office schedules, including meetings, appointments, and events.
• Serve as the primary point of contact for office-related matters, including liaising with vendors and service providers.
• Implement and maintain office procedures and systems to ensure smooth operations.
• Handle office-related correspondence, including phone calls, emails, and mail distribution.
• Manage office budgets, track expenses, and process invoices and payments.
• Ensure compliance with health and safety regulations, including maintaining a safe and organized work environment.
• Reception Assistance:
• Answering switchboard and transfer of internal calls.
• Greeting and directing any external visitors.
• Management of the Boardrooms and meeting schedules.
   

Personal Assistance:

• Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, and expense reporting.
• Arrange and Coordinate internal and external meetings, including preparing agendas, minute taking and action items.
• Prepare and edit documents, presentations, and reports as needed.
• Assist with personal tasks and errands relating to home, privately owned rental properties, dog, extended family.
• Handle confidential and sensitive information with discretion and professionalism.
• Manage personal tasks for the executive(s), such as booking appointments, handling correspondence, and running errands.
• Assist with special projects and other duties as assigned by the CEO.

Requirements

• Proven experience as an Office Manager, Personal Assistant, or in a similar role.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Strong problem-solving skills and attention to detail.
• Ability to adapt to changing priorities and work well under pressure.

Special Conditions:

• This position will be situated in our reception area
• Full-time position based at our Head Office in Cape Town CBD
• Ability to work after-hours as needed.