Please note - the successful applicant must reside in Cape Town JOB SUMMARY: The primary function of this role is to provide high-level administrative support to the Sub-Team Leaders. Although your time is allocated to the above-mentioned reports, you will be called on from time to time to fill in or aid other support functions in the organisation. RESPONSIBILITIES · Diary management. o Managing and maintaining the Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule. o Following up with team members on information required for meetings and ensuring such information is ready prior to the start of the meetings o Ensuring that cyclical /recurring meetings take place. Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines. · Screening of calls · Typing and meeting minutes · Assisting with the filing and management of electronic mailboxes. · Assisting with the setting up and administration of generic email responses. · Creation and maintenance of various administrative databases · Vision System Management - adding vendors, contacts, opportunities and projects · Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines. · Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime. · Travel Management and arranging Forex · Overtime approvals and provide weekly reports on overtime. · Assist with stationary orders. · Setting up boardrooms for skype/ conference calls · Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc. · Thorough knowledge of and compliance with all SAOTA procedures and standards. · Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image. · Support and assist staff with administrative tasks, as and when required · Occasional assistance with matters of a personal nature. INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS · Updating of Templates · Assisting with oversight of and adherence to office policies and procedures · DRPRO system management. · Creation and maintenance of deliverables, programmes and calendars · SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc. PROJECT PLANNING AND BUDGETS · RFP's · Fee Proposals · Accommodation schedules · Project and resource planning ESSENTIAL SKILLS AND CRITERIA · Exceptional level of accuracy and attention to detail. · Discretion and confidentiality are essential to the role. · 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. · Ability to build good relationships at all levels and the ability to work well in a team. · Minute taking and touch typing skills · Excellent organisational skills · Able to manage sensitive and confidential information · Able to work without supervision, to use initiative and be proactive while working within a team · Ability to prioritise and manage own workload amidst conflicting demands and busy work periods. · There will occasionally be a requirement to work additional hours which may include weekends. · Able to demonstrate a high degree of professionalism All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.