Executive PA & Office Manager at Vertiv May, 2024

Job Summary

This is an office-based role with occasional off-site support for external events. The job holder provides general office support with a variety of clerical activities and related tasks. The Executive PA & Office Manager will be responsible for answering and directing incoming calls, mail distribution, the flow of correspondence, requisition of supplies and office[1]related items as well as additional clerical duties. Other responsibilities include making travel, meeting arrangements, and supporting the Managing Director and Functional Directors as needed.

Customers

• Internal: All Africa Employees. Global & EMEA Vertiv employees
• External: Visitors, Training attendees, Suppliers, Vendors, Clients

Main activities 

•  Administrative support to MD & Functional Directors including presentation preparation, travel arrangements,  visa  Diary management for MD only
•  Acting as bridge between management and employee relations by addressing demands, grievances and other issues
•  First point of contact for stakeholder / employee requests
•  Dealing with phone and email inquiries and forwarding them to the correct person where necessary
•  Welcome guests, visitors, and students of training events and ensure required attention is provided
•  Responsible for ordering food for meetings/trainings/events
•  Providing support for Marketing team such as DCN / Channel events as well as logistics support for company events if necessary.
•  Maintaining and updating employees’ electronic files and records.
•  Onboarding Support: Prepare new hire work environment – desk preparation in collaboration with IT team  (IT hardware), arrange door access, car parking and building access, phone/sim card contracts, new hire  forms etc.
•  Tracking, cross-checking expenses and receipts related to employees’ sponsoring their dependents  school fees, housing allowance etc. 
•  Ordering & editing the templates for employees’ Business Cards
•  Managing employees’ car parking access activation/deactivation/swapping & allocating to another  employee.
•  Providing payroll support as required.
•  Hotel/Accommodation/Transportation and flight booking as requested for employees who cannot use self- service or for all external visits as required.
•  Negotiate hotel contract agreements and pricing
•  Negotiate with local vendors and suppliers
•  Supporting Accounts with Creation of new vendor or supplier on DataZen
•  Processing invoices in a timely manner e.g., monthly office utilitbills
•  Manage all office-related matters such as office stock / kitchen supply/stationery, maintenance, meeting room booking, arrangements for meetings, training sessions, or event Supervise the office helper to ensure the office is tidy and well organized.
•  Key point of contact for the building management of Vertiv SA Office (access cards request, cleaning  agreements, other to ensure compliance with all rules and regulations.
•  Send/Receive all shipments/deliveries from DHL/Aramex/Post Office and distribute to respective parties
•  Responsible for the management of all contracts related to the office operations (Kanoo Travel Agency, Building Management for AMC, Office Cleaner, etc.,)
•  Responsible for the office compliance with all EHS rules and regulations (First Aid, Fire Marshal,  Evacuation Plan etc.,)
•  Any other official tasks as assigned by the MD & Functional Directors

Experience / Skills / Other:

•  Bachelor’s Degree in administration preferable but not requirement
•  5 years’ experience in similar role
•  Oracle suite knowledge advantageous
•  Excellent written and verbal English skills
•  Excellent Microsoft Office skills – Excel and PowerPoint essential
•  Attention to detail
•  Ability to work independently and with minimum supervision
•  Innovative, creative and solution focus