Sandton: Executive Office Assistant & Administrator (Sandton)

About the Role

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. The role supports management and staff through effective office administration, internal communications, reception services, travel and logistics coordination, records management, and reporting.

Key Responsibilities

• 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
• Maintain and regularly update the office telephone directory
• Manage and oversee the scheduling, upkeep, and effective use of meeting rooms
• 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
• 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
• 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
• 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
• 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
• 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 readiness

Requirements

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with office management software, systems and equipment
• Ability to work as part of a team
• Self-motivated and reliable individual
• Ability to manage multiple administrative tasks efficiently, maintain accurate records, and ensure smooth day-to-day office operations
• Proven ability to manage competing priorities, meet deadlines, and respond effectively to ad-hoc requests
• Strong written and verbal communication skills, with the ability to manage internal communications, liaise professionally with stakeholders, and convey information clearly and effectively
• High level of accuracy in managing and maintaining multiple sets of documentation, correspondence, schedules, and information from various stakeholders

Qualifications

• Certificate in Office Management is preferable

Salary & Benefits

Salary range: R30,000 to R34,000