Position Summary 

The Administrative Assistant will provide dedicated support to the Executive Office, working closely with the Executive Assistant to the Managing Director. This role requires a highly organized, efficient, and professional individual who can manage executive-level administrative tasks, coordinate communication between the Executive Office and the store, and ensure the effective handling of key customer and operational matters. 

Key Responsibilities 

·       Assist the Executive Assistant to the Managing Director with all required administrative and operational duties. 

·       Prepare and generate quotations and sales invoices for customers referred directly by the Managing Director. 

·       Ensure all related customer transactions are processed and managed to completion. 

·       Maintain organized filing systems and support document management within the Executive Department. 

·       Act as the main liaison between the Executive Office and the store, ensuring clear and efficient communication. 

·       Screen and manage all incoming calls to the Executive Office on a daily basis. 

·       Receive, review, and coordinate all donation requests on behalf of the company. 

·       Ensure that all designated bill payments are processed in a timely manner through assigned drivers. 

·       Coordinate the dispatch and delivery of documents, cheques, correspondence, and related materials. 

·       Assist with seasonal and executive event preparation, including Christmas lunch arrangements, corporate gifting, and related activities. 

·       Perform any other duties assigned by the Managing Director or the Executive Assistant. 

Professional Conduct 

·       Ensure the highest level of confidentiality at all times concerning company operations, discussions, and documentation, as well as any personal or family-related matters pertaining to the Managing Director.

·       Display exemplary personal integrity, professionalism, poise, and maturity in all circumstances. 

·       Maintain high standards of dress, deportment, and personal appearance. 

Cross-Functional Assistance 

·       Provide support to the Sales Department by performing billing clerk duties when necessary, particularly during emergencies or when the Managing Director is out of the country. 

·       Conduct basic research, prepare summaries, and support project-related tasks to assist the executive office. 

·       Liaise with departments to ensure timely submission of documents, reports, and deliverables requested by the executive office. 

·       Adhere to all Health and Safety laws, company policies, and guidelines, serving as a role model to other employees. 

Other Duties 

·       Perform any other related duties as assigned to support the executive office, Management Team, or organizational objectives. 

Qualifications & Experience 

·        Prior experience in an administrative or executive support role (preferred) 

·        Strong written and verbal communication skills 

·        Proficiency in Microsoft Office or similar office software 

·        Customer-focused approach with strong attention to detail 

·        Ability to maintain confidentiality and demonstrate professionalism at all times 

Key Competencies 

·        Excellent organisational and time-management skills 

·        Ability to multitask and prioritise effectively 

·        Strong interpersonal and communication abilities 

·        High level of reliability and accountability 

·        Professional demeanor and strong work ethic