Responsibilities include:
- Manage Scheduling: Maintain and update calendars for office personnel. Schedule, reschedule, and cancel appointments as needed. Ensure that scheduling conflicts are resolved smoothly.
- Coordinate Meetings: Organize internal and external meetings, including preparing meeting agendas, booking rooms, arranging necessary equipment, and providing reminders to participants.
- Communication: Act as a point of contact for internal and external stakeholders trying to reach the office personnel. Manage communication regarding appointment requests and changes.
- Document Preparation and Management: Assist in preparing documents for meetings and presentations. Manage files and documents related to appointments and schedules.
- Travel Arrangements: Coordinate travel itineraries and bookings for business trips, including flights, accommodation, and ground transportation.
- Report Generation: Generate regular reports on appointment trends, schedule adherence, and other metrics as required by management.
- Process Improvement: Identify and suggest improvements in scheduling processes and tools to increase efficiency.
- Confidentiality: Maintain the confidentiality of all sensitive information.
Required Hard Skills:
- Essential administrative experience.
- Proficiency in managing multiple online diaries and professional client communication.
- Computer literacy is mandatory, with specific knowledge in the following software: Skynamo online tracking system, One Drive, Outlook (emails and calendar), and Excel.
- Strong interpersonal, organizational, administrative, and multitasking abilities.
- Excellent communication skills with a keen eye for detail.
- Proficient in problem-solving and strategic planning.
- Fluent in English, both verbal and written.
- Ability to complete tasks thoroughly, seek support when necessary, and use multiple communication tools effectively (WhatsApp, emails, calls, online diaries).
- Willingness and capability to learn and adhere to company SOPs.
- Reliable transportation to and from work is required; a car with a valid drivers license is preferred.
- No external employment, including at a beauty salon, is permitted during work or on weekends. Additionally, we are unable to hire individuals currently studying for a career change.
- Family support is necessary for child care, where applicable, as the role is full-time without flexible hours.
- Non-smoking candidates only.
- Must maintain a presentable appearance, including attire, hair, and makeup.
- Gross salary R12500
- A company phone and laptop, complete with minutes and data, will be provided for work-related calls and tasks
