Overview
Executive Office Assistant & Administrator Jobs in Sandton, South Africa at Hired Recruitment (Pty) Ltd
Position: Executive Office Assistant & Administrator )
Administrative Assistant
JOB DESCRIPTION
The Executive Office Assistant and Administrator provides comprehensive administrative, office coordination, and logistical support to ensure the efficient day-to-day functioning of the branch.
OUR CLIENTS NON- NEGOTIABLES ARE:
- Previous experience managing travel arrangements (local, regional, and international), with the support of travel agencies
- Office administration, including management of meeting rooms, office service providers, and office consumables
- Invoice management, ensuring invoices are received timeously, reviewed for accuracy, and correctly loaded onto SAP
- Management of office maintenance, including reporting of issues and coordination with contractors (scheduling of repairs, follow-ups, etc.)
- Event planning and coordination
- Previous experience working with SAP will be advantageous
The role supports management and staff through effective office administration, internal communications, reception services, travel and logistics coordination, records management, and reporting. The incumbent of the role further acts as a central point of coordination for office operations, internal communication within the branch and across the MEA Block, and provides stand-in support for the Personal Assistant when required, contributing to a professional, well-organized, and service-oriented working environment.
The role requires the application of sound administrative judgment, proactive problem-solving skills, and the ability to manage operational administrative tasks independently where required.
Key Responsibilities:
Office Administration
- Manage the day-to-day administrative operations of the branch to ensure smooth and efficient
- office functioning
- Act as the focal point for all internal communications within the branch and coordinate the
- dissemination of internal communications across the MEA Bloc
- Manage and oversee the scheduling, upkeep, and effective use of meeting rooms
- Maintain and regularly update the office telephone directory
- Manage and oversee the office intercom system
- Distribute all physical mail and courier deliveries in a timely and confidential manner
- Ensure effective coordination, communication flow, and administrative support across teams
- Manage office consumables and stationery by monitoring stock levels, maintaining inventory
- records, and placing orders in a timely and cost-effective manner
- Organize and maintain files, documents, and records securely
Administrative Support
- Provide administrative support to managers as required to support effective business operations
- Assist in the planning and coordination and execution of company events
- Identify and report administrative inefficiencies and propose improvements
- Compile and prepare regular administrative reports, including weekly reports such as overtime
- reports
- Collect, verify, and consolidate administrative data and information from multiple stakeholders
- for reporting and record-keeping purposes
- Ensure accuracy, timeliness, and confidentiality in all administrative documentation and reports
- Act as a stand-in (second handler) for the Personal Assistant during periods of absence
- (unavailability), ensuring continuity of administrative and coordination support to the Office Head.
- Provide administrative and operational support in relation with the advisory contract for Zambia
- business opportunities, with a view of a possible setup of a new office in the nation.
- Support office set up activities, including coordination of furniture, equipment, utilities, and
- essential office services
Travel & Logistics
- Schedule and coordinate travel arrangements for staff and guests, including flights,
- accommodation, and itineraries
- Arrange transportation logistics as required, ensuring timely and efficient movement
- Communicate travel details clearly and accurately to all parties and ensure travel readiness and
- compliance with organisational procedures
- Arrange transportation logistics as required, including coordination with third-party transport
- providers for staff attending off-site meetings and engagements
Reception
- Coordinate the reception and collection of guests from the building reception area
- Notify staff of guest arrivals
- Serve as the first point of contact for visitors, ensuring a professional and welcoming reception
Vendor & Service Provider Coordination
- Liaise with vendors to ensure timely service requests/ordering, and delivery of supplies/ services
- Processing of workflows (MUGEN and CONCUR)
Office Maintenance
- Ensure the office premises are clean, safe, and well maintained at all times
- Coordinate routine maintenance, repairs, and servicing of office facilities and equipment
- Report and follow up on maintenance issues such as electrical faults, plumbing, or damaged
- furniture
- Liaise with cleaning staff, maintenance contractors, and service providers
- Monitor office equipment functionality and arrange repairs or replacements when necessary
- Ensure compliance with health, safety, and workplace standards
- Support space organization, office layout adjustments, and workstation…
Title: Executive Office Assistant & Administrator
Company: Hired Recruitment (Pty) Ltd
Location: Sandton, South Africa
Category: