Personal Assistant, Marketing and Office Administrator at IUA Business Solutions

About the job
Purpose of the Role

• Responsible for providing general administration, secretarial, marketing and office related support to the CEO, COO and the Team.

Role Description

General Admin

• Process reimbursements as requested and approved.
• Reconcile credit card & loyalty statements. Liaise with the relevant stakeholders to resolve related queries.
• Co-ordinate the company’s statutory document submissions and follow ups.
• Engage with Legal and Compliance to ensure that service provider contracts and SLAs are up to date and tracked correctly.
• Allocate and reconcile petty cash as required.
• Relieve switchboard when required.
• Ensure annual renewals for cell phones, post box & car licences are done timeously.
• General office ad hoc duties such as taking minutes, typing, filing, scanning, etc.
• Administer vouchers for birthdays, prizes and events.
• Maintenance of company insurance policy.
• Process payments and requisitions through the agreed process as required.

Marketing

• Administer the company’s Facebook account and other social media accounts.
• Update and maintain the IUA intranet site. Effectively utilise the intranet to drive usage.
• Assist with drafting communications and placing onto the appropriate platform for distribution.
• Co-ordinate and compile surveys via the survey platform.
• Custodian of all marketing material for all marketing use (mailers, brochures, presentations, templates etc).
• Propose new ideas and concepts for social media, content sourcing and company brochures.
• Facilitate orders for branded stationary and other items as needed.
• Collaborate with stakeholders (internal and external) to extract content writing for social media platforms and marketing material.

Operations

• Receive and welcome guests as required.
• Create birthday emails and send to the team electronically for all team members.
• Create farewell and congratulations cards as required.
• Provide support to the CEO and COO as required.
• Update the parking allocations and ensure the available parking bays are effectively allocated and managed through consultation with HR.
• Manage the issuing and collection of gate remotes.
• Maintain IUA routers and data top ups, ensuring these are available and in working order when required.
• Managing of headsets; ensure that there is sufficient availability of headsets. Purchase additional headsets through IT and manage the allocation thereof.
• Arrange for flowers or a suitable alternative to be sent to employees when specified events occur.
• Facilitate the car wash process.
• Engage with the relevant teams to resolve queries raised.
• Collaborate with HR on people related events or change.
• Provide support to ad hoc office projects.

Facilities 

• Ensure office and cleaning supplies are always replenished.
• Ensure the pest control services are scheduled at the agreed intervals.
• Liaise with the service provider to ensure that the office plants are maintained.
• Oversee that the required levels of service delivery with Red Alert are maintained. Perform ad hoc checks and provide feedback to the allocated Manager. Ensure changes are implemented.
• Co-ordinate the maintenance of the air-conditioning system.
• Liaise with the electrician to resolve all electrical services.
• Liaise with all relevant stakeholders to effectively manage the office facilities.

Internal committees 

• Health and Safety – effectively carry out the duties of the Health and Safety Representative. Liaise with the Health and Safety team to support the team.
• Internal Marketing Team – collaborate and guide the marketing team to ensure that the objectives are met. Co-ordinate the marketing team activities, assist with proposals and with implementing initiatives.

Travel

• Flights 
• Make travel arrangements either directly or through agreed service providers, ensuring all details are correct.

Car Hire

• Contact Car Rental company or an agreed alternate service provider for the arrangement of car bookings, ensuring all details are correct.

Accommodation 

• Responsible for arranging accommodation as required.

Diary & Boardroom Management

Diary Management

• Setup meetings for Management Team as & when required.
• Review calendars and provide recommendations for appropriate scheduling of meetings, training sessions etc.
• Manage the CEO and COO’s diaries and emails as requested.

Boardroom Management 

• Manage boardroom calendars & ensure availability.
• Ensure the boardroom has the required resources, for example flipcharts, markers etc.
• Ensure refreshments and snacks are set up before scheduled meeting if required.

Catering

• Research suitable catering providers when needed.
• Co-ordinate the purchasing of fruits, snacks, refreshments or lunch when required.
• Manage the vending machine and or catering company relationship.

Events co-ordination

• Responsible for arranging, co-ordinating and contributing to IUA events.
• Assist with research relating to teambuilding and events when required.

Kitchen

• Responsible for making arrangements for the purchasing of groceries as required.
• Place weekly orders with Pick n Pay or an alternate provider for delivery to the office.

Education / Experience 

• Matric.
• Secretarial course / office admin certificate will be an advantage.
• At least 3 years’ experience in a related/relevant field of work is required.
• Proven track record of good work performance is essential.
• Excellent communication and collaboration skills.
• Marketing skills.
• Valid driver’s license with own vehicle.