Job Description

Job Summary

OFFICE MANAGER | EXECUTIVE PA xe2x80x93 Century City, Cape Town

Competitive Package on Offer based on Qualification and years of relevant experience!

Leading Investment Firm is currently expanding their offices and seeking to appoint an experienced Office Manager | Executive PA to join their dynamic team of professionals.

One would describe you as a highly organized, proactive and versatile professional who thrives in a fast-paced environment.

Position Overview:

As an Office Manager, you will be at the heart of the Companyxe2x80x99s operations, ensuring the seamless functioning of the office.

Your role will encompass a wide range of responsibilities across office management, PA tasks, finance, and human resources.

Key Responsibilities:

Office Management:

• Oversee facility management, ensuring the office is a well-maintained, safe and comfortable work environment.
• Oversee office supplies, equipment, and vendor relationships, ensuring that the necessary resources are available for daily operations.
• Take charge of tracking and managing all equipment inventory to prevent losses and maintain an organized workspace.
• Maintain and organize important documents and records for easy access and compliance purposes.
• Develop and enforce office policies and procedures to streamline operations and ensure compliance with company standards.
• Handle relevant insurance policies, ensuring that the office and its assets are adequately covered.

Personal Assistant (PA) Tasks:

• Provide administrative support to senior management, handling phone calls and general correspondence.
• Manage calendars, appointments, and travel arrangements to ensure efficient scheduling and planning.
• Prepare various business documents, including board packs, reports, presentations, agendas, minutes, and other materials as needed.
• Coordinate and administer meetings, conferences, and events, including industry-specific gatherings and team-building events.
• Oversee and administer marketing and advertising activities, such as managing the company's LinkedIn presence and publications.
• Manage and administer the company's CSI Programme, which involves community engagement and social responsibility initiatives.

Finance Tasks:

• Assist in budgeting and bookkeeping procedures to ensure financial stability and adherence to budgetary constraints.
• Process supplier payments at the required intervals and maintain payment records for financial transparency.
• Create and update records and databases with personnel, financial and other data, enabling efficient tracking and reporting.
• Monitor financial performance against budgets and provide insights into financial trends.
• Review and process expense reports, ensuring accurate reimbursement and compliance.
• Handle invoicing and billing processes efficiently and accurately.

Human Resources (HR) Responsibilities:

• Prepare staffing plans in collaboration with management, including job descriptions and Key Performance Indicators (KPIs).
• Coordinate the recruitment and selection process including onboarding, and orientation (including employment agreements)
• Maintain personnel files, HR records, and employee benefits administration.
• Prepare and process the payroll, ensuring employees are compensated accurately and on time.
• Address employee enquiries and concerns with discretion, fostering a positive work environment.
• Enforce HR policies and assist in policy development to ensure compliance and best practices.

Qualifications and Experience:

• National Diploma or Degree in Business Administration or a related field.
• Min 6-8 yearsxe2x80x99 relevant Office Manager / Executive PA experience gained
• Above experience gained within the financial services / asset management / investment / management consulting / energy / infrastructure arena is highly advantageous!
• Good experience with office management procedures.
• Basic bookkeeping skills.
• Knowledge of HR practices and compliance.
• Proficiency in MS Office and financial management tools with competence at an advanced level.
• Comprehensive travel booking experience, both domestic and international.
• Events co-ordination experience.
• Reporting skills.
• Excellent written and verbal communication skills.

Desirable Attributes:

• Strong organisational skills with the ability to quickly assess and prioritize work requests, managing diverse demands.
• Self-motivated with the ability to work independently and carry out assignments to completion within parameters of instructions given, prescribed methods and standard acceptable practices.
• Must be able to work under pressure and meet deadlines in a fast-paced quickly changing environment while maintaining a positive attitude and providing exemplary customer service.
• Resourceful, can-do attitude.
• A proactive approach to problem-solving with strong decision-making skills.
• Meticulous and detail oriented.
• Flexibility relating to work dealings, assist when required even if itxe2x80x99s not in your job description.
• Assertive with excellent conflict and stress management.
• Accountability and a team player.
• Active team member with the ability to establish good working relationships.
• Interpersonal and intercultural competencies.
• Willingness to learn.
• Handle personal and confidential information with discretion.
• Professional and presentable.
• Driverxe2x80x99s licence and own transport.

To apply for this position, please email a detailed copy of your CVxe2x80x99s to: Nicole Spamers: and Andrea Jones:

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