Job Description

The role of the Office Administrator is to provide proactive, professional PA support the directors by ensuring all meetings, travel arrangements and bookings are managed effectively and efficiently. To work alongside the Directors on a daily basis on the proactive management of workload; ensuring all working relationships are well managed and receive the highest level of attention and support. The job holder will be required to work across all functions of the business; providing information and responding on behalf of the Director. This is a very exciting position for the right person. The role will involve being part of every part of illumiNaughty and Visual Architects.

Responsibilities

• Coordinate office activities and operations to secure efficiency and compliance to company policies.

• Manage agendas/travel arrangements/appointments.

• Manage phone calls and correspondence (e-mail, letters, packages etc.).

• Support budgeting and bookkeeping procedures.

• Create and update records and databases with personnel, financial and other data.

• Responsible of the purchases, receipts orders and returns.

• Submit timely reports and prepare presentations/proposals as assigned.

• Assist with HR.

• Travel arrangements, travel and hotel bookings and ensuring proactive arrangements are made to ensure best use of time and money.

• Keeping the company’s filing system in order.

• Assist the MD with day to day task.

• Liaise with warehouse manager regarding stock and consumable report.

• Responsible for keeping track of project costs.

• Assisting with audits, fact checks and resolving discrepancies.

• Meeting room management.

• Record day to day finance and transactions.

Requirements

• Proven experience as an office administrator, office assistant or relevant role.

• Outstanding communication and interpersonal abilities.

• Excellent organizational and leadership skills.

• Familiarity with office management procedures and basic accounting principles.

• Excellent knowledge of MS Office.

• Qualifications in secretarial studies, economics or law will be an advantage.

• High school diploma; BSc/BA in office administration or relevant field is preferred.

• Confident and professional telephone manner Skills and Experience.

• Able to work on own initiative.

Required Knowledge, Skills, and Abilities

Exceptional written and oral communication skills; Excellent word processing and IT skills, including knowledge of a range of software packages; Ability to work under pressure and to tight deadlines; Good organizational and time management skills; Ability to research, digest, analyses and present material clearly and concisely; Excellent interpersonal skills; Ability to work on your own initiative; Honesty and reliability; Attention to detail; Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines; Discretion and an understanding of confidentiality issues. Knowledge of music and events industry would be a major advantage. A law qualification would be advantageous.