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Maintain in/out trays and email communications and coordinate proper reception tasks (Receive and make phone calls through reception phone, information processed, trays up to date, management meeting calendar update monthly/quarterly, organize booking of the meeting room, external documents drafted when required);
Manage documentation (Filing up to date and information accessible, manage internal distribution of all docuemnts
received at reception, manage all documentation sendings, confidentiality maintained);
Make travel arrangements for Company (Support HR & CM on the travel arrangements, invoices processed correctly and paid);
MD’s Expenses (Gather all invoices to issue expenses reports and submit for approval, issue reports out of the expenses reports to send to the cluster);
Manage MD diary (Meetings (internal and external and teleconferences are set up as required, clashes managed);
Book venues and catering for events and meetings);
Respond to general enquiries (Enquiries from staff and external stakeholders responded to courteously and without delay, payment queries from contractors responded to courteously and without delay, enquiries referred to the appropriate person as necessary);
Assist with preparation of presentations (Brief taken from Managing Director, powerpoint presentations prepared, executive consulted and required information obtained);
Processing stationery requisitions (Stationery properly issued, records kept of stationary issued per department, unnecessary stationery spend is indentified, purchase Orders are raised and forwarded to supplier, stationery stock received (delivery note) matches purchase order, relevant documents filed to processing supplier invoices and costs);
Manage Cleaning/ Maintenance of Office (Manage Cleaning Team, establish calendar for Saturday cleanings and follow up, establish system to control cleanings, periodically book disinfestations, improve WC’s and continuously check through team, control assiduity and punctuality, manage consumables for office (water, coffee, sugar);
Manage Drivers and centralize requests (All requests go through AA, manage all services required from drivers, control assiduity and punctuality as well as extra hours);
Responsible for purchase, management, insurance (All the quotes for new acquisitions come from AA, must keep a central file for cars updated with information (KM, documentation status, info for the maintenances), keep all insurances up to date, manage efficiently with broker/insurer all accidents until each process is finalized);
Control and Manage all visas (Centralize information and keep a file updated with all information with dates of expiry and others, control issuance of work visas or other type for all expat employees, manage all process for prorogation and/or issue new visa);
Collaborate with internal stakeholders, external when needed (Communication with all departments, admin Support of all employees, coordination with external stakeholders if needed);
Support Visits and Visitors (Support Invitation Letters issuance with the coordination of HR & OC, support HR & OC on providing all the information required for visas for visitors).
National Senior Certificate;
Minimum 4 years administrative and secretarial experience;
Good experience with Outlook;
Knowledge of drivers, security, bookings, negotiating;
Able to deal with situations;
Organised, trusted, available, flexible, natural authority, elegant;
Open minded, fast doer;
Initiative, able to sort anything out;
Good personality, honesty and integrity.
To qualify for the vacancy access the link below:
.Convivialité isn’t something you can impose – it’s something you put into practice. That’s the aim behind our tagline, “Créateurs of Convivialité”, which is designed to promote relationships within the Group that are simple, genuine, direct, transparent and authentic. That starts with the relationships forged within our various governance bodies.
Our organisation is rooted in a guiding principle that is unique within our sector: decentralisation. Our distribution of our brands is made possible by the men and women of Pernod Ricard. The Group has 85 direct affiliates worldwide. This network – a true competitive asset – allows us to make decisions as closely as possible to consumers and brands.