Office Administrator / Personal Assistant (PA)

Headhunters Recruitment based in Port Elizabeth is currently looking to employ an Office Administrator / Personal Assistant (PA).

Job Description

At Headhunters, the Office Administrator / Personal Assistant (PA) plays a critical role in the efficient operation of the organization, by providing administrative and secretarial support to the team.

This role involves a wide range of tasks and responsibilities, requiring excellent organizational skills, attention to detail, and the ability to handle confidential information.

Minimum Requirements

Tertiary qualification essential.
Proven experience in Office Administration and/or Personal Assistant roles.
Highly computer literate: Microsoft Office (advanced MS Excel required), Google Workspace, and Pastel experience highly beneficial.
Basic Accounting knowledge is highly beneficial.
Knowledge of office equipment and the ability to troubleshoot basic issues.
Valid driver's license and own transport.
Excellent communication, organization, and time management skills.
Ability to multitask and prioritize tasks effectively.
Strong attention to detail and accuracy.
Discretion and the ability to handle sensitive information with confidentiality.
Professionalism and a proactive approach to problem-solving.
Teamwork / team player.
Must be able to work under pressure.

Key Responsibilities

Personal Assistance to MD:

Supportive role to MD, attending to tasks as directed.
Manage the MD's calendar, including coordinating meetings, conferences, etc.
Travel arrangements, including booking flights, accommodation, and transportation for business trips.
Prepare itineraries and travel expense reports.
Maintain and update the schedules of executives / managers.
Ensure timely reminders and follow-ups.

Administrative / Office Support

Procurement of all stationery and housekeeping requirements, as well as other office supplies.
Manage housekeeping staff.
Keep the first aid box up to date.
Manage the daily administrative needs of the office, including scheduling appointments, maintaining calendars, and coordinating meetings.
Set-up meeting rooms, coordinate catering, and manage audio-visual equipment.
Take meeting minutes and distribute them to relevant parties.
Input and update data in spreadsheets, databases, and other software.
Draft, proofread, and edit documents, correspondence, and reports.
Create and maintain accurate and organized records, both in physical and digital formats.
File, categorize, and archive documents and data.
Retrieve information as needed and ensure data security.
Compile reports and summaries as required.
Handle phone calls, emails, and other communication on behalf of the executive or team.
Act as a central point of contact between executives and staff, ensuring smooth communication flow.
Prepare and distribute internal and external communications.
Screen and prioritize incoming communications and requests.
Oversee office equipment (including, but not limited to: Laptops, printers, telephones, fire extinguisher) and arrange for office maintenance and repairs when necessary.
Keep the workspace tidy and efficient.
Prepare for and coordinate Department of Labour inspections.

Basic Accounting Functions (in Collaboration With Accountants / Auditor)

Moderate accounting knowledge / experience on Pastel.
Bank reconciliations.
Creditors reconciliations, payment schedules and allocations.
Debtors' management and follow-up and allocations processed on Pastel.
Work in tandem with accountants; viz. VAT, PAYE, TAX and basic allocations.

Payroll

Process / capture basic payroll information onto Sage; including commissions and leave record keeping.

Confidentiality

Handle sensitive and confidential information with discretion and maintain confidentiality at all times.
Implement data protection and security measures as required by the organization.
Salary and commission calculations processing.

Project Assistance

Assist in the execution of special projects, research tasks, and presentations.
Event planning and coordination, including team building events and the year-end function.
Take the lead on Corporate Social Responsibility Initiatives.
Collaborate with other departments or team members to support organizational goals.

Social Media

Manage business social media accounts.
Grow social media audience through proactive and innovative engagements (SEO).
Measure and report on social media engagement.

Problem Solving

Address and resolve administrative issues or challenges efficiently.
Proactively identify areas for improvement and implement changes.

It must be noted that we have a whatever it takes philosophy at Headhunters!

Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.

Desired Skills