Administrative Officer

Applications are handled directly outside linkedin

🌐 Apply now : www.nextcareer.co.za

📅 Closing Date: 2026-08-27

Job Description

Key performance areas

Provide, where appropriate, first contact for Executive Office both for internal and external enquiries.

Escalate important and relevant matters to Executive Office Portfolio Manager.

Provide administration support for adhoc requirements in a timeous and effective manner.

Maintain a centralized filing system. Create, manage, and maintain an assortment of grids for a variety of purposes.

Maintain a weekly diary forecast of the upcoming weeks for the Executive Office.

Confirm all diary appointments with stakeholders.

Determine any diary clashes so these can be timeously dealt with.

Create and maintain day packs for all appointments, telecons and meetings.

Maintain and input on Portfolio Manager and Executive Director “to do list”.

Maintain an up-to-date, accurate record of all the Executive Office travel arrangements.

Create travel packs containing relevant and accurate information relating to the travel.

Gather options for travel so that an informed decision can be made and then process the travel bookings.

Alert all International travel to relevant internal stakeholders and external stakeholders to create a seamless travel experience for Executive Director.

Process travel expense claims and reimbursement requests and maintain record of all Executive travel expenses on relevant databases.

Reconcile Executive Office expenses with WHC Grant’s and Finance Teams.

Ensure regular follow up and resolution of all reimbursements for expenses.

Liaise with Operations/ IT and/or Facilities teams to report, follow up and ensure all Executive Office work tools are in optimal condition and in working order. Ensure timeous monthly submission of HR related documents (leave forms and timesheets).

Take ownership and accountability for tasks and demonstrate effective self-management.

Follow-through to ensure that quality and productivity standards of own work are consistently and accurately maintained.

Maintain a positive attitude and respond openly to feedback.

Take ownership for driving own career development.

Required minimum education and training Relevant Advanced Diploma or undergraduate degree in Office Administration or related field.

Required minimum work experience Minimum 2 – 3 years’ experience in office administration.

Desirable additional education, work experience and personal abilities Able to maintain confidentiality, tact, and professionalism at all times.

Exceptional organizational and administrative skills with working knowledge of Microsoft Office.

Excellent written and verbal communication skills. Self-motivated, able to work independently and work as part of a multidisciplinary team. High level of detail orientation.