Executive Assistant (Executive Assistant)

Executive Assistant to CEO & COO / Office Manager (Facillities)

November 2022 to Current

Benefits:  Provident Fund

General

• Acting as a support person for company executives and management team.
• Acting as the point of contact among executives, employees, clients, and other external partners.
• Maintaining a high degree of discretion and confidentiality.
• Excellent verbal and written communication skills.
• Acting as the gatekeeper for internal and external contacts.
• Keeping the executive’s calendar current, including adding events, setting up and rescheduling appointments, coordinating meetings and calendars and overseeing schedules.
• Overseeing incoming and outgoing communications and external and internal correspondence.
• Conducting research and creating reports on various topics based on the needs of the executive.
• Filing important documents, reports, meeting notes and emails keeping information organized physically and electronically.
• Conduct business with other colleagues or external vendors on behalf of their executive.
• Managing information flow in a timely and accurate manner.

• Track expenses and prepare reports.

• Request quotations from preferred suppliers.
• Raise requisition on Syspro.
• Route to buyers for a Purchase Order.
• Request pro-forma invoices for payment from suppliers.
• Follow up with finance when payment will be done and request proof of payments.
• Forward POP’s to suppliers and notify the supply chain when service is complete to GRN and close the loop.
• Load expenses for CEO & COO on PaySpace, and follow up that it has been approved and paid out.

• Oversee the performance of other clerical staff.
• Act as an office manager by keeping up with office supply inventory, groceries, stationery etc.
• Purchasing all IT equipment for staff as well as any Takealot orders.
• Control the Pool Vehicle and the booking thereof.
• Take minutes during meetings, list action items and distribute them to managers.
• Excellent MS Office knowledge.
• Time management skills and ability to act without guidance.

• Resourceful, innovative, and proactive when supporting executives and managers including all staff.
• Assist COO with compiling Annual Performance Targets and creating goals for each manager.
• Update the organogram according to new additions.
• Responsible for performance appraisals for receptionist and cleaning staff.
• Liaise between various departments to facilitate communication with top-level management.

• Housekeeping

• Assisting with the audit process, audit checklists and facilitating
• Do walkabouts with managers monthly and report on faults
• Managing Sanitech & Facilitating Broomsticks
• Incident & accident review and update.
• Reporting or highlighting areas of concern.
• Discuss and indicate actions required going forward.
• First aid & firefighting certifications and see to medical supplies.
• E-waste, Kitchen, Paper, Chemical, Cold room etc.
• Arrange for additional employees to increase the number of fingerprint access.
• Monitor time and attendance
• Archive and clean up.
• Keep an inventory of older equipment.
• Liaise with marketing on outreach programs to donate old equipment.
• Signage of buildings.
• Order office furniture and décor.
• Maintenance of plants.
• Stock management and re-ordering of employee corporate clothing.
• Maintaining WhatsApp groups, welcoming new employees, birthdays, general news, etc.
• Arrangement of gifts for employee celebrations, losses, achievements etc.
  • Events:
  • Planning and organizing events that take place externally and internally.
  • Conferences, venue hire, drafting function sheets.
  • Monthly birthday celebrations, generation of birthdays and celebration list.
  • Purchasing of cakes/refreshments/braai etc.
  • Team building events.
  • Year-end function.
  • Guest Hosting (Refreshments, etc.)
    • Project Management:
  • Preparing new buildings for additional employees.
  • Liaise closely with sub-contractors and current service providers.
  • Oversee all quotations, requisitions, purchasing and executing of tasks daily.
  • Keep track of the workflow on Microsoft Project keeping to timelines.
  • Make sure to not exceed the given budget.
  • Supervise and inspect progress.
    • Travel:
  • Support with flights.
  • Assist with travel and accommodation arrangements.
  • Coordinate and provide administrators with travel and logistics details when using corporate travel agencies.
  • Support with booking accommodation – typically limited to customers/guests coming to SA and any ‘non-standard’ trips for CEO.
  • Create travellers’ profiles for management.
    • Townhall Meetings:
  • Prepare slide show for the CEO & COO.
  • Arrange refreshments after the meeting.

• Hygiene

• Health & Safety

• Manage recycling programs

• ERS BIO

• Server room

• Offices

• Staff wellness

Summary of duties
• Co-ordinate new applications for stores • Process new applications and legal documentation • Measurement and tracking of outstanding documentation and applications • Monitor and report results • Develop necessary project documentation • Investigate and resolve queries
• Assisting with daily tasks, meetings, presentations, managing diaries, client base.
• Arranging appointments, meetings & client liaison.
• Travel arrangements, arranging flights, local & overseas, visa applications and accommodation.
• Arranging functions, road shows, conferences, trade shows, refreshments
• Administrational & general office work, filing, invoicing and statements for clients.
• Correspondence co-ordination, faxes, memos & letters, E - mail & internet.
• Typing of all letters, reports, minutes, agendas, overheads, graphs, etc.
• Month end store reports for operational team and deputy divisional manager
• Customer complaints

To consult and liaise with clients;

Co-ordinate and implement initiatives/ projects

Development of business requirement documents

Measurement and tracking of initiatives

Monitor and report results

Develop necessary project documentation

Project and change management

Investigate and resolve queries

Provide administrative support to the Operations Division in accordance with company approved processes.

Provide day to day administrative support to all the departmental managers.

Consulting with different levels of stakeholder groups within the company.

Support the AMO, Mechanical, Electrical, Production Planning and Warehouse Departmental managers -departmental management reports.

Ensure good communication and promoting teamwork within the different Operations departments.

To ensure that all technical documentation used within AMO 924 is up to date.

The aircraft and its associated sub-system component hour meters are accurately monitored.

The Aircraft Maintenance Records are accurately maintained.

The AMO Asset Information Management System is accurately maintained.

All responsibilities are executed in accordance with the AMO Manual of Procedures.

Issuing of Mini-Work packs and Scheduled Maintenance Work packs.

Liaise with Section Manager, AMO Aircraft Maintenance Engineers, Qualified Aircraft Technicians, Stores Personnel, Planning Department, Configuration Department and the Inspector from Civil Aviation Authority.

Thorough knowledge of Basic Aircraft Safety Principles.

Stores & Store Rooms (Register assets, parts, consumables etc. and keeping a tracking record of installation thereof, removal, repair, replace or return).

Raising Job Cards and Works Instructions.

Do Timesheets for the AMO Hangar’s personnel and Leave

• Assisting with daily tasks, meetings, presentations, managing diaries, client base.
• Arranging appointments, meetings & client liaison.
• Travel arrangements, arranging flights, local & overseas, visa applications and accommodation.
• Arranging functions, refreshments
• Seminar co-ordination
• Arranging corporate gifts.
• Administrational & general office work, filing.
• Purchase all stationary & stock control.
• Correspondence co-ordination, faxes, memos & letters, E - mail & internet.
• Typing of all letters, reports, minutes, agendas, overheads, graphs, etc.
• Petty cash, requests & payments, manage all cheque requests, capital expenditures and purchase requests.
• Handing out payroll slips.
• Board Packs, combine and distribute.