Corporate Assistant / PA

A recent professional profile photo is to accompany your application

START DATE : A.S.A.P / Immediate

REQUIREMENTS:

• Ability to handle confidential information with a high level of discretion and professionalism
• Minimum of 35 years experience in an administrative or executive assistant role
• Experience as a marketing assistant or executive PA will be advantageous
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organisational and multitasking abilities
• Strong attention to detail and accuracy
• Excellent time management and prioritization skills
• Ability to take direction and follow instructions
• Superior written and verbal communication skills, with the ability to draft professional correspondence and reports
• Strong interpersonal skills to interact effectively with a range of stakeholders
• Proactive and self-motivated approach
• Strong work ethic and reliability
• Adaptable, with the ability to work well under pressure

DUTIES:

Company Travel Portfolio:

• Manage the corporate travel portfolio booking of flights, accommodation, visas, car hire and transfers
• Following travel procedures (trip forms etc.)
• Liaising with Travel agent for flights or booking flights directly
• Booking of accommodation (local, national and international)
• Booking of car hire
• Manage VISA applications
• Managing weekly travel schedule
• Notifying insurance & HR of international travel
• Update Travel profile for company

Marketing Duties:

• Support the marketing department by performing various administrative tasks and coordinating marketing activities. This role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment
• Assist with printing of brochures and printing of corporate stationery
• Assist in the preparation and distribution of marketing materials
• Management of Marketing Material inventory
• Ordering, Printing and issuing of business cards and other printed marketing materials
• Campaign Coordination: Support Marketing the planning and execution of marketing events & campaigns. Assist to coordinate logistics for marketing events, including trade shows and product launches

Admin Duties:

• Organizing, controlling and management of filing & admin office & Marketing Office:
• Files to be archived, new files opened & Filing system to be maintained
• Marketing Stock Room and inventory to be managed & kept in order
• Administration duties and General PA duties needed by CEO or Financial Manager and Marketing Manager:
• Letter writing, Internal Communications, Expense claims on behalf of executives
• Update all contact lists, company organogram
• Provide administrative support to the CEO and Financial Manager & Marketing Manager
• Schedule and coordinate meetings, appointments, and travel arrangements
• Handle correspondence and communication on behalf of executives
• Answering of phone, screening of calls, and taking messages. For CEO & Financial Manager & Marketing Manager
• Liaising with Local, National and International clients:
• Welcoming, friendly and polite
• Ordering of catering and coffee and tea
• Arranging with reception to have the flags of relevant visitors outside
• Company Credit Card Statements reconciliation:
• Credit Card statement to be reconciled monthly according to travel & marketing spend
• Assist with management of cellphone provider:
• Liaise with MTN on all cell phone billing issues as well as contract upgrades
• Distribution of cell phones (New and spare)
• Updating of records with MTN and General issues (repairs, insurance claims)
• Assist with the management of insurance policy travel declarations, insured items (cell phones, laptops, vehicles etc.):
• Inventory List : Keep updated record of all insured items
• Notify insurance of any changes in assets
• Insurance claims on damaged, lost or stolen items

HOURS:

• Monday to Friday: 8:00 - 16:00