MANAGEMENT ASSISTANT VACANCY - STELLENBOSCH
The Pebbles Project seeks to employ a Management Assistant. This is a full day position(08h00-17h00),3 days a week.
RESPONSIBILITIES INCLUDE:
• Ensure that management system is kept up to date, and to inform the General Manager and Deputy Director when updates are required
• Monitoring staff deadlines and providing feedback to the General Manager and Deputy Director
• To assist with insurance, petty cash and asset checks
• General Ledger – to hand out the general ledger to the relevant budget managers before the 12th of every month, to collate the information
and to hand it back to the General Manager before the end of the month
• To check staff travel claims and invoices and submit this to the General Manager before the 20th of every month.
• Collection and deliveries of documents, donations and other items within the greater Cape Town area and to/from the Pebbles Villiera office
• Issuing letter of thanks to donors and supporters
• Organising cards, thank you gifts, framed certificates
• Internet research as required for fundraising, programme, venues etc. and presenting findings
• Agenda preparation, booking the meeting room, arranging meetings, meeting reminders and meeting minute taking. Writing up and
distributing meeting minutes. Following up on action points with relevant staff.
• Booking venues, organising refreshments for meetings and donor visits as required
• Assisting with proposals and report writing – collating information, proof reading and editing of documents and checking of funding proposal
budgets
• Collecting farm and programme information and writing up the monthly report. The report needs to be sent to the General Manager before
the end of each month.
• Drafting annual MOU’s between Pebbles and farm owners
• Getting quotes for services and vehicles as required
• Managing bookings for travel as well as accommodation
• Assisting with Pebbles events, where needed
• Sourcing and ordering stationery and office equipment for management
• Managing and reviewing filing and office systems for official documents and meeting minutes
• Assisting with organising PR / marketing materials and events
• Sending reminders for events and birthdays to the Deputy Director
• Compiling a weekly task list and emailing it to the General Manager
• Compiling documents and PowerPoint presentations, as requested by the Deputy Director
• Assist with staff management – such as tracking time keeping and reporting on missed deadlines.
• Managing ad hoc projects
REQUIREMENTS:
Very good oral and written communication skills, Organisational skills and the ability to multitask, The ability to be proactive and take initiative, A knowledge of standard software packages and the ability to learn company-specific software, if required, Exceptional minute taking skills, Great attention to detail, Staff management skills would be advantageous, Discretion and trustworthiness: you will often be party to confidential information, Fluent in Afrikaans & English.