Executive Administrative Assistant

Main Purpose: To help and assist puma energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the MDs officeKnowledge Skills and Abilities, Key Responsibilities: Key Responsibilities: General Manager supportManaging the office of the General Manager as a personal assistant by organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as directed.

Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General ManagerSupervise the Driver and maintaining an up to date errand and travel calendar for the Driver in accordance with the requirements of the General Manager’s officeAttend to all visitorsAdministration and GM BudgetCalendar ManagementDealing with incoming emails and dispatching important documentation to the right personnel. Monitoring and screening enquiries and requests from management team members, other staff members and external people.

Being the link between management and staff members, clients, suppliersSupport with various administrative works i. e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents. Interacting with international clients and suppliersOrganize events as per requirements. Travel OrganizationTravel and hotel arrangements, dealing with last minute changes in a very fast paced environment i. e.

book flights, hotels, taxis, airport pickups…) Being able to liaise with staff members and clients in country and globallyPreparation and communication of Itineraries, arranging visas and other travel documentsArranging local transfersPetty Cash ManagementMaintaining office petty cashScreening and processing petty cash paymentsProcessing petty cash reconciliation and replenishmentSupport with Procurement ProcessesSupport with processing and dispatching LPOsScreening and updating vendors list in NavisionScreening invoices from suppliersProcurement of all office stationery and equipmentFleet and Property ManagementEnsuring the maintenance of up to date all light vehicle asset registerEnsuring compliance with regulatory licensing, vehicle insurance and any other gazetted vehicle statutory leviesDeveloping a Vehicle planned maintenance management system at the most sustainable cost for the businessDeveloping and maintain a regular vehicle inspection register with all reports being communicated to management and ensuring that all incidents and accidents are reported and managed in accordance with standard reporting and insurance claim proceduresManaging property lease leases, payment of city rates and office buildings.

General Administration and Housekeeping: Oversee cleaning staff on a daily basisCheck rooms and common areas, including stairways and lounge areas, for cleanlinessEnsuring that all office, premise and structural defects are repaired and restored to the accepted standardEstablish and educate staff on cleanliness, tidiness and hygiene standardsMotivate team members and resolve any issues that occur on the jobMonitor and replenish cleaning products stockEnsure compliance with safety and sanitation policies in all areasParticipation in engaging with contractors on office maintenance issuesCourier service:

parcels/deliveries/distributionUpdate the internal telephone list and distribute any changes to all staffKeeping abreast of the business organization structure and ensuring that all calls / messages are directed accordinglyEnsuring that payments for all rentals for office premises, rented accommodation are kept up to dateManagement of meeting rooms, canteen, kitchen, immediate external surroundings at the office premisesCommunicationsManaging the communication of all staff notices in accordance with Executive management communication agendasReceiving and relaying all communications from external parties and relaying to the relevant authoritiesManaging all communications platforms, setting of virtual meetings and updating any relevant information for purposes of communicating with the available devices and platforms.

Requirements: Experience: Advanced Diploma / Bachelor’s Degree in Business Administration or secretarial and or any related qualificationMSCE Certificate with additional training in Executive Secretarial management. At least 5 years of experience working with business executives/international environmentTraining in grooming and etiquette skillsSkills: Good written and spoken EnglishMulti-tasking skills, great planning skillsAble to work under pressureAbility to prioritise tasks, flexible team workerReliable, discretion and confidentGood interpersonal skills and customer service skillsHelpful, service orientatedCompetencies:

Knowledge of emailing, internet, word/excel proficientOther computer software knowledge a plusAbility to communicate with people at all levels and of all nationalitiesProfessional mannersPleasant personalityFriendly attitudeSmart and presentableAgileKey Relationships and Department Overview: Internal – MD, Management, staff, Pool Driver/ Messenger, Cleaners, Expatriates,External – Travel agencies, hotels, car rentals, external visitors, EAs