Job Description

APPLY HERE

Please note that the successful applicant must reside in Cape Town

RESPONSIBILITIES

• Manages and maintains the Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensures that the Director is always aware of his schedule.
• Coordinates all travel and accommodation requirements
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Typing, compiling and preparing reports, presentations, and correspondence
• Acting as the first point of contact: dealing with correspondence and phone calls
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Managing databases and filing systems and implementing and maintaining procedures/administrative systems
• Deltek Vision system management
• Respond to relevant enquiries.
• Set up clients and projects on Vision and in Windows.
• Manage Initial Project Enquiries and distribute RFPs based on Regions or Departments.
• Manage and drive the proposal procedure from initiation to completion.
• Develop proposal outlines and schedules.
• Write and maintain all project and company profiles for use in RFPs and other marketing purposes.
• Send accommodation schedules, fee proposals, and schedule appointments.
• Assist in the management and maintenance of digital assets.
• Assist with market research when required.
• Thorough knowledge of and compliance with all SAOTA procedures and standards.
• Assist in maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
• Support and assist staff, suppliers, and clients, as required.
• Attend to all personal matters.
• Liaise with staff regarding the Director’s properties.
• Maintain house operating manuals for appliances and home automation.
• Conduct daily diary meetings with Director to discuss upcoming engagements and other requests.
• Co-ordinate Principal’s diary with Spouse/Children
• Order lunch for the Director on a weekly basis.
• Collating and filing expenses.
• Miscellaneous tasks to support their Director, as required.
• Internal and external meeting minutes.
• Timesheet management on behalf of the Director and his team.

ESSENTIAL SKILLS AND CRITERIA

• Driver’s License and own vehicle for occasional errands.
• Cape Town based.
• Exceptional level of accuracy and attention to detail.
• Discretion and confidentiality are essential to the role.
• Fluency in both written and spoken English, with strong spelling, grammar, and proofreading abilities.
• Tech savvy with excellent knowledge of Microsoft Office Suite.
• Ability to remain calm, multitask, and work under deadline-driven pressure.
• Ability to build good relationships at all levels and the ability to work well in a team.
• Minute-taking and touch-typing skills.
• Excellent organisational skills.
• Able to manage sensitive and confidential information.
• Able to work without supervision, use initiative, and be proactive while working within a team.
• Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
• There will occasionally be a requirement to work additional hours which may include weekends.

Please note - All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.

APPLY HERE

Skills Required

• Refer to description for more required skills