What You'll Do
Coordinate and maintain the calendars of Sub-Team Leaders, ensuring all meetings, travel arrangements, and conferences are scheduled and tracked efficiently. Proactively follow up with team members to collect necessary materials ahead of scheduled sessions.
Handle incoming communications by screening calls, drafting correspondence, and recording accurate meeting minutes. Organise digital mailboxes, manage shared email responses, and maintain structured filing systems for easy access and retrieval.
Develop and update administrative databases, including supplier directories, project documentation, and compliance records. Support project delivery by managing deliverables, timelines, and planning tools.
Oversee updates in the Vantage system, including vendor details, contact information, project entries, and opportunity tracking. Assist with timesheet coordination, overtime monitoring, approval workflows, and weekly reporting processes.
Organise travel logistics, foreign exchange preparations, and briefing materials for trips, presentations, and installations. Prepare boardrooms for client visits, conference calls, and official meetings, ensuring all hospitality and scheduling needs are met.
Support compliance with professional standards, including SACAP/IID requirements such as CPD point tracking, annual fee alerts, and follow-up actions. Aid in the preparation of RFP responses, fee estimates, and resource planning documentation.
Collaborate with Finance on annual forecasting activities and ensure adherence to internal policies. Maintain templates, enforce office procedures, and provide limited personal administrative support when needed.
Requirements
- Demonstrate high accuracy and strong attention to detail in all tasks
- Handle confidential information with discretion and professionalism
- Possess excellent written and spoken English, including strong grammar, spelling, and proofreading abilities
- Be proficient in Microsoft Office applications
- Show strong organisational capabilities and the ability to prioritise under pressure
- Communicate effectively across all levels of the organisation
- Have experience in minute-taking and touch-typing
- Work independently, take initiative, and contribute proactively within a team setting
- Remain calm and efficient while managing multiple deadlines
- Be available to work beyond standard hours when necessary, including occasional weekends
- Maintain a consistently professional demeanour
Technical Stack
Microsoft Office Suite and Vantage system are used regularly in this role.
Work Mode
This is an onsite position based in Cape Town. The role requires physical presence to support daily operations and team coordination.
