Team Assistant

The Team Assistant provides comprehensive administrative support to the team and executive office, ensuring smooth coordination of travel, IT assets, staff attire, CSR initiatives, boardroom bookings, and communication support. This role requires excellent organizational and interpersonal skills, attention to detail, and the ability to manage multiple responsibilities with confidentiality and professionalism.

Key Responsibilities:

Travel Management

• Coordinate and book domestic and international travel (flights, accommodation, transport, visas) in line with company policy.
• Maintain accurate records of travel bookings and itineraries.
• Provide support during travel disruptions or last-minute changes.
• Assist employees with preparing and submitting travel expense claims.
• Review documentation for completeness and accuracy before submission.
• Liaise with Finance to ensure timely reimbursement of travel-related expenses.

IT Asset Inventory (Issuing & Scrapping)

• Maintain a current register of all IT assets (e.g., laptops, mobile phones, accessories).
• Issue IT equipment during onboarding and recover items during offboarding.
• Coordinate the scrapping or replacement of obsolete assets in collaboration with IT.
• Track asset condition and ensure records are kept up to date.

Staff Attire Management

• Manage inventory, ordering, and distribution of staff uniforms and branded attire.
• Ensure proper sizing, replacements, and alignment with company branding.
• Coordinate attire needs for new hires and seasonal requirements.

Social Responsibility Support

• Assist with planning and execution of corporate social responsibility (CSR) activities.
• Coordinate logistics, communication, and participation tracking for internal and external CSR events.
• Liaise with NGOs, community partners, and volunteers.

Boardroom Booking Management

• Manage and maintain bookings for boardrooms and meeting spaces.
• Ensure meeting rooms are prepared with the necessary equipment and supplies.
• Resolve scheduling conflicts and communicate booking confirmations or changes.
• Support with refreshments or special requests for high-level meetings.

Executive Communication Support

• Screen and route incoming calls for the CEO and MD Finance professionally and efficiently.
• Take accurate messages and ensure prompt follow-up.
• Maintain confidentiality and discretion when handling sensitive calls and information.
• Assist with other executive administrative tasks as requested.

Qualifications and Experience:

• Matric (required); a diploma or certificate in Office Administration or similar is advantageous.
• 3–5 years’ experience in an administrative or coordination role, preferably in a corporate or executive environment.
• Experience with travel coordination, inventory management, and supporting senior executives is a plus.

Key Competencies:

• Excellent planning, organizational, and multitasking skills.
• Strong communication and interpersonal abilities.
• High attention to detail and a proactive approach.
• Ability to manage sensitive information with discretion and confidentiality.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Comfortable dealing with staff at all levels, as well as external stakeholders.

Additional Information:

• Occasional after-hours availability may be required.
• A valid driver’s license may be beneficial based on business needs.

Your contact person(s) for this job posting is/are:

Flender is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.