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Executive Assistant + HR& payroll duties

– Pretoria, Gauteng
R15 000 – R25 000 a month

The Executive Assistant will work closely with the CEO, FD and Managing Directors, to enable him/her to become more effective and efficient in his/her role, by providing high level administrative and logistical support. The incumbent will also be responsible for certain human resource and payroll duties.

  • Preparing and editing correspondence, communications, presentations and other documents for CEO /FD
  • Reviewing and correcting company documents for general staff
  • Filing and retrieving documents and reference materials
  • Conducting research, assembling and analysing data to prepare reports and documents
  • Monitoring, responding to and distributing incoming communications
  • Maintaining and updating of company legal information (BEE documents, Director’s information, company registration
  • documents, etc.)
  • Act as Company liaison on BBBEE and submission of Score Card
  • Establish and maintain efficient filing systems ad information retrieval systems for all hard/electronic documents
  • Manage documentation/correspondence requiring signatures
  • Ensure that year planner additions, changes and updates to relevant parties are executed timeously
  • Ensure and arrange that refreshments are served during meetings
  • Manage boardroom bookings and equipment required during meetings.
  • Monitor and report on the company alarm system and employee/visitor’s parking.
  • Effective data capturing and maintenance of the database of all agreements (for example Company, Suppliers, Joint Ventures,
  • Confidentiality, Legal, Transport, Surety, Lease, etc)
  • Approve purchase of monthly office groceries
  • Act as Company liaison for trade mark reference on requested information and submissions
  • Liaison with the Auditing firm on an ad-hoc basis with regards to changes on Directors / Board of Directors.
  • Logging IT support calls as and when problems occur.
  • Preparation of invoices for payments on travel expenses
  • Payment arrangements for ad – hoc supplier orders.
  • Forward proof of payment to the respective service provider
  • Answering and managing the CEO’s incoming calls. Receiving and interacting with CEO’s visitors
  • Managing the CEO’s schedules, appointments, conferences and travel arrangements
  • Recording, transcribing and distributing minutes of meetings
  • Arranging EXCO’s Board Meetings/Board Packs, Management Meetings with relevant documentation and catering
  • arrangements
  • Arranging & Coordinating Exco Conferences, Clients / Suppliers functions & Sales Conferences
  • Arranging & Coordinating Marketing interventions with clients
  • Following up with CEO’s direct reports for information requested by CEO
  • Drafting company resolutions and registrations/amendments of directorship within the company
  • Preparation, capturing and submission of CEO and ED’s monthly expense claims and fuel expenditure to the finance department.
  • Oversee office management in terms of cleaners and receptionist.
  • Handle and direct general queries from staff
  • Supervision of the Office Administrator / Receptionist by monitoring and approving ordering of stationary, office supplies and ad
  • hoc duties as delegated.
  • Coordinate travel arrangements pertaining to flights, accommodation and car hire for all The Company Staff and contractors as required
  • from time to time.
  • Assist staff with budget breakdown for travel expenses.

Formal Qualification(s):

> Senior certificate (NQF 4)

> Degree / Diploma in Business Administration will be an advantage

Experience

> 3-5 Years work-related skills and experience

> Management of corporate events etc.

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