Admin Office Assistant

KEY PERFORMANCE AREAS (DUTIES & RESPONSIBILITIES):

• Maintain customer relationship

• Provide day-to-day administrative support to the Executive Assistant and Management team.
• Assist with diary coordination, scheduling meetings, and booking venues.
• Prepare and format correspondence, reports, and documents as required.
• Maintain accurate filing systems (electronic and manual).

• Assist with the preparation and collation of meeting packs and supporting documents.
• Distribute meeting invitations and confirm attendance.
• Record and circulate minutes when required.
• Track action items and follow up on outstanding matters.

• Act as a point of contact for internal departments and external stakeholders.
• Support coordination between divisions to ensure timely submission of reports and documentation.
• Ensure effective flow of information within the MD’s office.
• Maintain and update administrative systems to support efficient office operations.
• Monitor deadlines and provide reminders to ensure deliverables are met.
• Support expense claim submissions where required.
• Assist with travel bookings, accommodation arrangements, and logistics coordination.
• Prepare travel itineraries and supporting documentation.

• Provide ad hoc administrative and operational support as required.
• Undertake any other duties reasonably assigned by the Executive Assistant in support of the Managing Director’s office.

BASIC REQUIREMENTS

• Must be fluent in English (Both written and spoken)

ACADEMIC QUALIFICATIONS:

• Matric /National qualification (certificate)
• Relevant Diploma in Office Management, Secretarial Management ort similar

EXPERIENCE: 

• 3-5 years’ experience in personal assistant or similar admin and customer service role
• Ability to manage and negotiate with suppliers
• Ability to manage and negotiate with internal customers
• Strong communication skills – telephonic and written is essential
• Strong administrative ability to handle general office admin
• High attention to detail
• Demonstrated commitment to teamwork and maintaining a supportive work environment

KNOWLEDGE, SKILL & ABILITIES: 

• Strong organisational and time management skills
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Minute-taking and documentation skills
• Ability to prioritise tasks effectively
• Strong coordination and follow-up skills
• Ability to handle confidential and sensitive information with discretion
• Ability to work under pressure and meet tight deadlines
• Ability to multitask and manage competing priorities
• Ability to work independently with minimal supervision
• Ability to collaborate effectively with internal and external stakeholders