EA & Office Manager
Job Status: Active ✓
|Job Type||Full Time|
We are seeking a top class EA and Office Manager to join our Green Point based team. The ideal candidate is an energetic and proactive professional who is comfortable with change and who doesn’t mind wearing multiple hats.
Who we are looking for:
The ideal candidate will need to provide competent and effective management of the office and support of Executive Management with administrative and other duties, and will report to the Managing Director. A strong background and 3-6 years experience in the specified roles and responsibilities is essential.
The successful candidate will have vast office management experience and a proven track record of ensuring high levels of organisational effectiveness and communication. You will need to have exceptional time management skills and the ability to multitask and prioritise work. Attention to detail and excellent English written and verbal communication skills are imperative, and the candidate should be well-versed in a variety of office software, specifically G Suite, and cloud-based programmes. A tertiary qualification is essential, with some Secretarial/administrative diplomas being advantageous.
You should enjoy a fast-paced, cutting-edge industry, working with a growing team of young, highly educated disruptors to industry - startup experience will be advantageous. The successful candidate will work closely with the Managing Director, and will play a vital role in the operational daily running of the office, as well as helping to create a culture and office environment which reflects our core values and individual personalities. You should be able to remain calm under pressure and capable of thinking on your feet. You will be diligent, committed, hardworking and deadline driven.
Roles and responsibilities will include, but are not limited to:
Source, negotiate, coordinate and manage all office vendors (catering, supplies, snacks etc.).
Manage incoming traffic during core business hours, including greeting visitors and candidates, signing for packages and distributing mail. Answer incoming calls, ensuring that all messages or queries are handled with the utmost of professionalism and efficiency at all times.
Maintain office standards and aesthetic, such as organising and restocking, tracking inventory, arranging office maintenance etc.
Coordinate diaries of the Executive Management team (currently two members), and provide proactive support as needed.
Manage HR-related functions including tracking leave days and new employee onboarding.
Booking of travel for all teams, including local and international flights, accommodation and car hire.
Organise various team events/activities, and celebrate birthdays, anniversaries and other important company milestones.
Support the Finance Manager as needed.
At least 5 years experience in a similar role
Experience as an EA to senior level execs
Experience managing and running an awesome office space
Experience in basic financial administration
Strong travel management experience
We are an ambitious team passionate about AI and machine learning, and have demonstrated our capability time and time again, frequently coming out ahead of multinational companies competing on the same bid for international work. We’re located in Green Point, Cape Town, in an awesome office complete with a balcony, an arcade machine and all the free coffee you could want!