Job Description
Key Responsibilities
A. Training and Consulting Coordination
Training Logistics Management
- Manage the full end-to-end coordination of all training sessions, from scheduling to final results distribution.
- Allocate training batches and communicate facilitator schedules.
- Ensure all training materials (presentations, documents, resources) are up to date and available.
- Send training agendas to all relevant stakeholders at least one week before the session.
- Virtual Training: Ensure all technical equipment (desktop, camera, microphone) is functional and that sessions start on time.
- On-Site Training: Prepare the training room to a professional standard—clean, organized, and stocked with refreshments (water, coffee).
- Collect training batches/data from facilitators within two days after training and ensure results are shared within two weeks.
Quality Assurance Support
- Provide administrative assistance related to SETA, SAATCA, and HPCSA moderation, compliance, and documentation.
B. Administrative and Office Management
Executive & Staff Support
- Respond promptly to administrative queries from Senior Managers and Consultants.
Scheduling & Communication
- Arrange and coordinate appointments, internal meetings, travel, and meeting logistics.
Correspondence
- Draft, prepare, and distribute professional emails, memos, and other communications.
Visitor Management
- Welcome visitors courteously, notify relevant staff, and offer refreshments upon arrival.
Office Stock & Petty Cash Control
- Monitor office and training supplies proactively.
- Manage petty cash for purchasing stationery, consumables, and refreshments to avoid stock shortages.
Office Presentation
- Ensure the executive office, boardroom, and training room are neat, clean, and presentable daily.
- Notify cleaning staff when deep cleaning is required.
Reporting & Filing
- Assist with the preparation of scheduled reports.
- Maintain an organized and professional filing system (physical and electronic).
C. Database and Data Management
- Maintain and update the marketing database and contact lists accurately.
- Provide administrative support and take notes during internal and external stakeholder workshops.
Required Skills and Attributes
Experience & Education
- Proven experience as an Office Administrator, Executive Assistant, or similar administrative role—preferably in training, consulting, or auditing.
- Grade 12 is essential; a Certificate/Diploma in Office Administration or Business is a strong advantage.
Technical Proficiency
- Strong proficiency in MS Office (Excel and PowerPoint essential).
- Knowledge of office management systems, procedures, and equipment (printers, scanners, etc.).
Organizational & Planning Skills
- Highly organized with strong attention to detail and accuracy.
- Excellent time management with the ability to prioritize and manage multiple tasks.
Communication & Interpersonal Skills
- Excellent written and verbal communication skills.
- Professional phone etiquette.
- Ability to collaborate well with a diverse team and provide general support as needed.
Personal Attributes
- Strong organizational ability and attention to detail.
- Able to work independently and as part of a team in a fast-paced environment.
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