Administration Assistant
Location: Edenvale
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Purpose of the Job
We are seeking a highly organised, efficient, and professional Admin Assistant to provide comprehensive administrative and operational support to our Operations Manager. This is a demanding, fast-paced role that requires initiative, discretion, strong attention to detail, and the ability to remain calm under pressure.
As the Admin Assistant, you will act as a vital support link in ensuring that the Operations Manager can focus on core business objectives by managing diaries, travel arrangements, documentation, and all executive administrative functions with precision and confidentiality.
Key Objectives & Responsibilities
Diary & Calendar Management
- Coordinate, manage, and maintain the Operations Manager’s calendar.
- Schedule meetings, events, and appointments, ensuring deadlines and priorities are met.
- Anticipate scheduling conflicts and proactively resolve them.
- Send reminders, agendas, and supporting documentation ahead of time.
Travel, Transport & Accommodation
- Plan and coordinate domestic and international travel itineraries.
- Book flights, accommodation, transport, and other travel-related requirements.
- Ensure travel logistics align with the business schedule and budget.
- Prepare travel packs, including itineraries, documentation, and expense forecasts.
Documentation & Reports
- Prepare, compile, edit, and format presentations, reports, correspondence, and proposals.
- Review documents for accuracy, professionalism, and alignment with company standards.
- Assist in the preparation of board packs, meeting notes, and management reports.
- Proofread and edit documents for grammar, formatting, and clarity.
Office Administration
- Develop and maintain both digital and physical filing systems, ensuring documents are easily accessible.
- Handle confidential information with discretion and professionalism.
- Manage office supplies, stationery, and resource procurement for the team.
- Oversee correspondence including emails, calls, and post, ensuring timely responses.
- Support with ad hoc administrative tasks as assigned by the Operations Manager.
Executive Support
- Act as the first point of contact between the Operations Manager and internal/external stakeholders.
- Screen, prioritise, and route correspondence and phone calls.
- Draft responses on behalf of the Operations Manager when required.
- Provide reminders, follow-up on action items, and track task completion.
- Support the coordination of team events, workshops, and leadership meetings.
Qualifications & Education Requirements
- Matric (Grade 12) – compulsory.
- Relevant administrative or secretarial qualification is advantageous.
- Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Strong technical aptitude – comfortable working with systems, platforms, and digital tools.
- Must have reliable transport.
- Willingness to work after hours and weekends when required.
Experience Requirements
- A minimum of 3+ years’ experience in a Personal Assistant or Administrative Support role, preferably supporting senior management or executives.
- Proven experience in diary management, travel coordination, and office administration.
- Exposure to compiling management reports and presentations will be a distinct advantage.
Knowledge, Skills & Competencies
Core Skills
- Excellent communication skills (verbal and written).
- Strong organisational and planning abilities.
- High proficiency in Excel, Word, PowerPoint, and Outlook.
- Ability to draft, proofread, and edit documents with accuracy.
Key Attributes
- Attention to Detail: Ensures work is accurate, professional, and aligned with deadlines.
- Multitasking Ability: Handles competing priorities in a structured manner.
- Problem-Solving & Critical Thinking: Anticipates challenges and resolves them effectively.
- Discretion: Maintains confidentiality and demonstrates professionalism.
- Adaptability: Thrives in a fast-changing, high-pressure environment.
- Emotional Intelligence: Builds positive working relationships and manages sensitive interactions.
- Resilience & Urgency: Stays composed under pressure and responds promptly to operational needs.
What We Offer
- An opportunity to work closely with senior leadership and gain exposure to high-level business operations.
- A dynamic and supportive work environment where initiative is recognised and rewarded.
- Professional growth and skills development through hands-on experience in operations and executive administration.
- Competitive remuneration package aligned with experience and market standards.
Why Join Us?
This role is more than an administrative position—it is an opportunity to be at the heart of operations, ensuring efficiency, productivity, and seamless business execution. If you thrive in high-performance environments, enjoy problem-solving, and take pride in your organisational skills, this position offers you the platform to excel and grow in your career.
Application Process
Interested candidates should submit:
- A comprehensive and updated CV.
- A short motivational cover letter highlighting relevant experience and skills.
How to Apply?
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