15/02/2022
R-Squared Agency is currently seeking a maternity leave replacement for a period starting mid March 2022 and ending approximately end of August 2022, for the position of Executive Assistant / Office Manager.
This full-time position is based in Woodstock, Cape Town and will report to the CEO.
Do you work accurately and are you very organized? Can you easily handle the most common MS Office applications? Are you fluent in English? Are you a socially skilled person ready to work in an international environment, do you have a flexible attitude, and do you like to work in an intimately small team, as a team? Then we look forward to welcoming you!
Job duties and responsibilities ::
The Executive Assistant/Office Manager will be responsible for the administrative and organizational management of the office. The candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs.
This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with various internal and external stakeholders.
Key Responsibilities ::
• Assist the CEO with his daily schedule and duties, to include managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
• Assist the CEO in planning and organizing any professional or private obligation.
• Assist the CEO in coordinating, planning, and managing various projects, committees and stakeholders.
• Research and various ad-hoc requests.
Provide general administrative support to the R-Squared team to include ::
Receiving and interacting with visitors;
Answering and managing incoming calls;
Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
Drafting correspondence and presentations; o Recording, transcribing, and distributing notes/minutes of meetings; and
Providing other daily support to staff as needed.
Perform general office/facilities management duties to include ::
Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
Assist with various payroll and human resources functions to include ::
Entering new employees into each software/system;
Perform initial processing of weekly payroll, including timesheet review;
Posting position openings to job sites and managing flow of incoming candidate applications;
Ordering background checks on potential new hires;
Assisting new employees with their orientation to the organization, benefits enrolment, and tax forms; and
Maintaining human resources files in accordance with laws, regulations, and established standards.
Perform accounts payable processing and other basic accounting functions to include ::
Reconciling invoices and filling out payments request with proper coding;
Assist with entering and processing approved payments;
Developing and maintaining files; and
Developing and maintaining various financial databases and reports.
Contact
To apply, please send your CV and cover letter by e-mail to [email protected] with the reference ‘Executive Assistant / Office Manager – maternity leave replacement” by 25th February 2022.
Please note that only shortlisted candidates will be contacted. The successful candidate will be required to start working mid March 2022.
