Please note - the successful applicant must reside in Cape TownJOB SUMMARY:The primary function of this role is to provide high-level administrative support to the Sub-Team Leaders. Although your time is allocated to the above-mentioned reports, you will be called on from time to time to fill in or aid other support functions in the organisation.RESPONSIBILITIES· Diary management.o Managing and maintaining the Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.o Following up with team members on information required for meetings and ensuring such information is ready prior to the start of the meetingso Ensuring that cyclical /recurring meetings take place.Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.· Screening of calls· Typing and meeting minutes· Assisting with the filing and management of electronic mailboxes.· Assisting with the setting up and administration of generic email responses.· Creation and maintenance of various administrative databases· Vision System Management - adding vendors, contacts, opportunities and projects· Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.· Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.· Travel Management and arranging Forex· Overtime approvals and provide weekly reports on overtime.· Assist with stationary orders.· Setting up boardrooms for skype/ conference calls· Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc.· Thorough knowledge of and compliance with all SAOTA procedures and standards.· Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.· Support and assist staff with administrative tasks, as and when required· Occasional assistance with matters of a personal nature.INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS· Updating of Templates· Assisting with oversight of and adherence to office policies and procedures· DRPRO system management.· Creation and maintenance of deliverables, programmes and calendars· SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.PROJECT PLANNING AND BUDGETS· RFP's· Fee Proposals· Accommodation schedules· Project and resource planningESSENTIAL SKILLS AND CRITERIA· Exceptional level of accuracy and attention to detail.· Discretion and confidentiality are essential to the role.· Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities· Excellent knowledge of the Microsoft Office Suite· Ability to remain calm, multitask and work under deadline driven pressure.· Ability to build good relationships at all levels and the ability to work well in a team.· Minute taking and touch typing skills· Excellent organisational skills· Able to manage sensitive and confidential information· Able to work without supervision, to use initiative and be proactive while working within a team· Ability to prioritise and manage own workload amidst conflicting demands and busy work periods.· There will occasionally be a requirement to work additional hours which may include weekends.· Able to demonstrate a high degree of professionalismAll Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.