Office Manager/Personal Assistant

Overview

Our company is committed to driving excellence and empowering our people to make meaningful contributions that impact our business and customers. We strive to bridge skill gaps, enhance career advancement, and foster a workplace culture built on accountability, collaboration, and continuous improvement. We believe in creating an environment where every team member can thrive and contribute to our collective success, driving innovation and delivering exceptional results.

We are seeking a dynamic and highly organised mid-level Office Manager/Personal Assistant to join our Head Office team in Bryanston, Sandton. This pivotal role is responsible for providing high-level administrative and organisational support to our Executive Team, while concurrently overseeing critical office operations, facilities coordination, and internal administrative processes. The successful candidate will serve as a central point of coordination across the business, ensuring executives are supported effectively and that our office environment operates with utmost efficiency and professionalism.

Duties & Responsibilities

• Manage executive calendars, meetings, appointments, and travel arrangements.
• Coordinate internal and external meetings, including venue bookings, agendas, presentations, and meeting packs.
• Prepare meeting minutes, action logs, and follow-up communications.
• Screen and manage incoming communications on behalf of executives.
• Assist executives with correspondence, presentations, reports, and business documentation.
• Coordinate executive travel, accommodation, transport, and itineraries.
• Ensure executives are prepared for meetings through proactive planning and scheduling.
• Oversee the daily operation and appearance of the office environment.
• Manage office supplies, stationery, equipment, and consumable inventory.
• Coordinate office maintenance, repairs, and facilities-related service providers.
• Manage office budgets relating to administration and facilities where applicable.
• Ensure meeting rooms, collaborative spaces, and common areas are maintained to a professional standard.
• Coordinate office access, visitor management, and reception-related activities.
• Maintain company records, filing systems, and administrative documentation.
• Coordinate courier services, deliveries, and company correspondence.
• Support procurement activities and supplier administration.
• Prepare reports, spreadsheets, presentations, and administrative documentation as required.
• Ensure company policies and administrative procedures are followed.
• Assist with the planning and coordination of company events, team-building initiatives, town halls, and employee engagement activities.
• Coordinate catering, venue logistics, invitations, and event communications.
• Support onboarding logistics for new employees, including workspace readiness and welcome arrangements.
• Assist with employee recognition initiatives and internal communications.
• Maintain professional relationships with vendors, suppliers, and service providers.
• Obtain quotations and coordinate vendor engagements when required.
• Ensure service providers meet agreed service levels and expectations.
• Handle confidential business and employee information with discretion.
• Maintain professionalism and confidentiality in all executive and business matters.
• Exercise sound judgement and initiative when handling sensitive information.

Key Performance Indicators (KPIs)

• Executive calendar management accuracy and efficiency.
• Meeting preparation and follow-up completion rates.
• Office operational effectiveness and readiness.
• Vendor and supplier management performance.
• Timely completion of administrative tasks.
• Executive and stakeholder satisfaction ratings.
• Event and project coordination success.
• Accuracy and quality of documentation and reporting.