The primary function of this role is to provide high-level administrative support to the Director. Although your time is allocated to the above-mentioned business leader, you will be called on from time to time to fill in or provide assistance to other support functions in the organization.
Diary management :
Managing and maintaining the Directors appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
Following up with team members on the information required for meetings and ensuring such information is ready prior to the start of the meetings
Ensuring that cyclical / recurring meetings take place.
Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
Screening of calls
Typing and meeting minutes
Assisting with the filing and management of electronic mailboxes.
Assisting with the setting up and administration of generic email responses.
Creation and maintenance of various administrative databases
Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.
Travel Management and arranging Forex
Overtime approvals and provide weekly reports on overtime.
Assist with stationery orders
Setting up boardrooms for skype / conference calls (when in-studio)
Preparation for client visits arrange lunch, meeting itinerary, house visits, etc.
Thorough knowledge of and compliance with all SAOTA procedures and standards.
Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
Support and assist staff with administrative tasks, as and when required
Occasional assistance with matters of a personal nature.
INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS
Assisting with oversight of and adherence to office policies and procedures
Creation and maintenance of deliverables, programmes and calendars
SACAP : manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.
ESSENTIAL SKILLS AND CRITERIA
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
Excellent knowledge of the 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 organizational skills
Able to manage sensitive and confidential information
Able to work without supervision, to 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.
Able to demonstrate a high degree of professionalism
All Employees are required to have an uncapped 20Mbps (up / down) minimum Internet Connectivity line.