Half Day Team Admin Assistant

We are seeking a highly organized and detail-oriented Team Admin Assistant on a half-day basis to provide exceptional administrative support to the South East Asian Group Leader (SEAGL) and the Principals working in the region. This role involves managing schedules, coordinating meetings, and handling various administrative tasks to ensure smooth operations.

Please note that only Cape Town residents will be considered for this position.

Responsibilities:

• Manage and maintain the SEAGL’s appointment schedule, including planning and scheduling meetings, conferences, teleconferences, and travel.
• Follow up with team members to gather information required for meetings and ensure it is ready before the start of meetings.
• Ensure cyclical and recurring meetings take place as scheduled.
• Type and take minutes during meetings.
• Assist with filing and documenting client communication.
• Create and maintain various administrative databases.
• Handle travel management and arrange Forex.
• Set up boardrooms and studio space for touring visitors.
• Prepare for client visits by arranging lunch, meeting itineraries, house visits, etc.
• Assist in developing, maintaining, and enforcing all SAOTA admin procedures and standards specific to SEA regional projects.
• Oversee and ensure adherence to office policies and procedures.
• Create and maintain deliverables, programmes, and calendars.
• Support and assist staff with administrative tasks as needed.
• Occasionally assist with matters of a personal nature.

Essential Skills and Criteria:

• Exceptional accuracy and attention to detail.
• Discretion and confidentiality are essential.
• 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.
• Strong relationship-building skills and ability to work well in a team.
• Minute-taking and touch-typing skills.
• Excellent organizational skills.
• Ability to manage sensitive and confidential information.
• Ability to work independently, use initiative, and be proactive while working within a team.
• Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
• Willingness to work additional hours, including weekends, when required.
• Demonstrate a high degree of professionalism.

If you are a proactive and detail-oriented individual with excellent organizational skills and the ability to manage multiple tasks efficiently, we would love to hear from you. Apply now to join our dynamic team and contribute to the success of our regional projects.