TEMPORARY ADMINISTRATIVE ASSISTANT

IngeniousPeoplesKnowledge (IPK) is a boutique consulting company that designs and facilitates organisational   

change processes, and provides training, coaching, and mentoring for organisations, teams, and communities.   

IPK believes that the individuals and teams within a system are the best placed to generate solutions, to create   

visions and take steps towards their preferred future. IPK makes use of systems thinking, participatory   

methodologies and tools that create conditions conducive to dialogue, engagement, and whole-hearted   

conversations.  

Based remotely – IPK seeks to appoint a

TEMPORARY ADMINISTRATIVE ASSISTANT

IPK is seeking a dedicated and detail-oriented Administrative Assistant to join our dynamic team at IPK on a 4-month short-term fixed contract. The Administrative Assistant will support key functions including event management, supplier contracting, proposal submissions, and financial tasks. Working closely with consultants and stakeholders, this position will play a vital role in coordinating logistics, managing important documents, and ensuring deadlines are met. If you're a self-starter with strong organizational skills and a passion for supporting impactful work, we encourage you to apply.  

The  Temp Administrative Assistant  will be responsible for the following tasks and duties, among others:

Event Management Support:

1. Assisting consultants with materials and logistics for client-facing work (printing, flights, visas, etc.).
2. Organizing consultant trips, including booking flights, checking visas, and arranging transfers and accommodation.
3. Coordinating event arrangements, including liaising with clients about suitable room layouts.
4. Managing materials such as formatting, sourcing, arranging printing, and deliveries with suppliers.

Contracting Support:

• Managing supplier and associate contracts (opening 30-day accounts, sending agreements for signature, checking payment terms, etc.).
• Proposal Writing and Submission:
• Detailing requirements for proposal submission.
• Completing all administrative documents for proposals.
• Coordinating and overseeing proposal writing for final submission.
• Ensuring deadlines are met.
• Ensuring awarded contracts are signed and stored appropriately.

Operational Tasks:

1. Participating in weekly staff meetings and other internal meetings.
2. Updating IPK information on client portals and project software.
3. Coordinating team activities, including booking calendars and venues.

Financial and Accounting Support:

•  Handling invoicing, budget entries, and receipt entries using financial software (e.g., QuickBooks or Xero).

The  Temp Administrative Assistant  must meet the following criteria:

Qualifications and Experience:

1. Diploma or degree.
2. A minimum of 2 years of relevant working experience.
3. Experience with physical and virtual events and conferences is a plus.
4. Previous experience using financial and accounting software such as QuickBooks or Xero is an advantage.

Skills and Competencies:

• Highly computer literate, with proficiency in Microsoft Word, Excel, and PowerPoint.
• Ability to easily adapt to new technology systems and upskill as needed.
• Graphic design skills are an added advantage.
• Strong organizational and time-management skills.
• Attention to detail and a focus on accuracy and completion.
• Self-starter who is focused, disciplined, and able to work independently from home.
• Ability to remain calm and manage pressure effectively.
• Strong communication skills, both written and verbal.
• Ability to think ahead, manage tight schedules, and follow up on tasks in a timely manner.
• Strong problem-solving skills and the ability to take initiative when needed.
• Ability to work well in a small virtual team and handle a broad range of activities.

Please note: this is a 4 months short-term fixed contract

View the full job description and application instructions on the Vacancies page at www.actionappointments.co.za 

Email your application by Wednesday 2^nd October, 2024 to  recruitment @actionappointments.co.za