Overview
Executive Administrative Assistant Jobs in City of Johannesburg, Gauteng, South Africa at Malander Careers
Title: Executive Administrative Assistant
Company: Malander Careers
Location: City of Johannesburg, Gauteng, South Africa
Malander is seeking to appoint an Executive Assistant & Administrator to provide support to the Executive Director and Programmes Coordinator. The required administrative support will be across all projects within the company. This is a fixed term position for 12 months (3 months' probation).
Key Responsibilities:
Administration
- Provide overall office administrative support and maintain effective administrative structures and processes in accordance with company policies
- Coordinate, maintain and update electronic calendar for the Executives and ensure timely execution of project activities within agreed timeframes according to project workplans
- Coordinate weekly team planning and project update meetings
- Assist with managing internal projects' deadlines for reporting purposes and for the purpose of keeping projects documentation up to date
- Be responsible for notes taking in meetings and pictorial documentation to support adequate reporting for company activities including consolidating documentation for reporting
- Complete bid documents and assist with proposals for funding opportunities
Travel
- Coordinate all travel and accommodation requirements for staff and / or consultants and any other stakeholders as required by programme activities (training, site visits, events, meetings, etc.)
- Process staff travel and expense claims
- Ensure that all travel arrangements and claims meet the standards and requirements as set in the company Travel Policy
Document Management and Record Keeping
- Ensure efficient record keeping and filing of all relevant material
- Manage the company internal database and update contacts for easy communication of projects or events with external partners or stakeholders
Events Management
- Provide administrative support in organising a series of training activities with Entrepreneurs, Business Development Service Providers, and external service providers such as hotels and printing shops
- Organise and facilitate preparations, logistical, secretarial, and other arrangements for meetings, workshops, etc.
- Contribute to successful execution of all events hosted by the company by following standard operating procedures for event management
Communication
- Liaise with donors, project partners and service providers and respond to emails received on behalf of the Executive
- Liaise with project partners and sub-contractors
- Liaise with staff and other key stakeholders on behalf of the Executive
- Create and maintain positive, professional and trusting working relationships with colleagues
- Facilitate communication between relevant internal and external stakeholders
- Identify networking opportunities for purposes of expanding company activities or programmes
Projects Support
- Assist Head of Operations with coordination of timely execution of programme staff's work plan activities by sending reminders to staff and following up on important deadlines and/or tasks to be performed
- Keep record of all consultants that are working on projects, once agreed deliverables are completed and ensure payment is made on completion of deliverables
- Prepare supporting documents to accompany narrative donor report
- Be available to support offsite projects during project implementation where necessary or required
Requirements:
- Undergraduate Qualification (Diploma or Bachelors) in the field of Administration studies, or related field/s
- Understanding of Environmental studies, Development studies would be an added advantage
- 2–4 years' experience in a similar role
- Fluency in English is essential and proficiency in any other of South Africa's official languages is an advantage
