Executive Assistant/Office Manager

Short Job Description: 

An exciting and innovative start-up Strategy & Management Consulting firm requires an Executive PA/Office Manager to provide world-class support to their strategic team. The role will begin as an Independent Contractor to determine suitability for long term growth with the company. 

Where will the candidate work from, if not home based? (Town/Suburb or state work-from-home): 
Home Based
Select which one of these best describes the role: 
Flexible working hours
Main area of expertise for this position: 
Executive Assistants
Management - Office and Administration
Required Qualification: 
Highly organised, efficient
Required computer program skills: 
Ability to use modern IT platforms such as Smartsheets, Survey Monkey, One Drive, Gmail (creating & assigning e-mail addresses), online workflow platform, online signature app, Zoom, Dropbox
Estimated hours (state hours per day or week): 
3 hours per day
Remuneration in ZAR: 
R250 per hour
Job posting date: 
Thursday, April 11, 2019
Full Job Description: 


Preferred starting date: Immediate

Location: Home based – with fast secure internet connection

Job flexibility: flexi-hours possible, little to no travel requirement

Initial employment period: 3 months



Main duties:


Managing Director support:

 Diary management, scheduling of meetings

Travel: booking flights, online check-in, hotel and airport transfer bookings etc.

Arranging and setting up Zoom meetings



New client workshops / Keynote Addresses / Assignment support & Coordination

·         Scheduling tentative workshop dates

·         Coordinating with external invoicing team that the client gets an invoice issued and pays it

·         Confirming workshop dates

·         For corporate customers: manage the corporate client vendor registration process

·         Creating and issuing the assignment team (project-based consultants) their work email addresses (Gmail),  get them to sign the NDA, code of conduct etc.

·         Coordinating with customer the practical workshop requirements (off-site location, video projector…)

·         Arranging flights, hotels, transfers etc. for the assignment team

·         Coordinating the assignment team timesheets and verifying their fees

·         Issuing and coordinating client feedback surveys, summarising key findings


Finance support:

·         Preparing the monthly expense sheet and filing the expenses / invoices, sending to the external accounting team for accounts preparation

·         Preparing and loading payments in online banking system for approval of the MD, monitoring and meeting regulatory payment deadlines

Office support:

·         Coordinating from time to time with external marketing team updating/new company brochure, website, video material…

·         Update and issue virtual team procedures when necessary

·         Coordinate the IT cloud sharing platform, filing documents, manage/give/withdraw access levels of consulting teams per client file where assigned etc.

·         Organise and coordinate annual client function



Experience / Personality

·         Very strong organisational skills

·         Very good IT proficiency on latest virtual tools (apps, cloud platforms for file sharing and work collaboration, customer survey/feedback online tools, smartsheets, online newsletter, video call platform etc.)

·         Self-managed, self-starter, ability to work independently

·         Ability to coordinate practical arrangements for virtual client assignment teams across geographies

·         Culturally sensitive and used to work with individuals (internal teams and clients) of varied backgrounds, cultures, geographies (Africa, Europe…)

Only candidates efficient in the above mentioned computer program skills, used in daily activities will be considered. 



Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

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