Executive Assistant and Travel Coordinator

Location

Milpark

Applications Time

2025-10-08 - 2025-10-24

About the position

The Executive Assistant and Travel Coordinator, based at Cerba Lancet Africa Headquarters in Johannesburg, South Africa, will provide comprehensive support to the CLA Executive team while overseeing reception, travel arrangements, and general office operations. This role is responsible for ensuring seamless day-to-day operations, efficient communication, and the professional representation.

Compliance & Processes
•    Comply with the Cerba Lancet Africa company policies and procedures.
•    Follow the Health, Safety and Environmental regulations. 
•    Drive the Cerba Lancet Africa values.
•    Ensure compliance with all statutory requirements including ISO requirements, audits, finance &     accounting management requirements.

Executive & Administrative Support
•    Managing the Executive’s calendars, meeting coordination, and logistical arrangements.
•    Record and distribute meeting minutes and action items.
•    Prepare meeting agendas, minutes, and executive reports to facilitate effective meetings and follow-ups.
•    Act as a point of contact between management, employees, and external stakeholders.
•    Conduct research and compile briefing materials and supporting documentation to inform decision-making.
•    Handle sensitive and confidential information with the utmost professionalism and discretion.
•    Provide administrative support for special projects, strategic initiatives, and corporate events as required.
•    Handle correspondence, phone calls, and emails on behalf of the Executive.

Reception and Office Maintenance

3.1.  Front Desk

• Answer, screen, and direct telephone calls and emails promptly and professionally.
• Greet and assist visitors, ensuring a professional front-office experience.
• Liaise with internal departments to facilitate smooth communication and workflow.
• Ensure visitors follow the company policies and procedures and log all visitors records.

3.2. Petty Cash & Company Card Management

• Manage petty cash with proper documentation.
• Handle company travel cards responsibly and as per policy.
• Ensure that prior approvals are obtained before incurring any petty cash or company card expenditure.
• Capture invoices on the Company financial system and track approvals.
• Ensure vendors are paid on time with the proper governance/approvals.
• Audit purchasing and invoice operations to ensure cost-effectiveness.

3.3. Security & Records

• Ensure staff clock-in and visitor registers are completed.
• Maintain health, safety, and security procedures.
• Update and distribute staff contact list quarterly.
• Update and post notices on the notice boards.

3.4. Office Maintenance

• Oversee boardroom bookings, visitor preparation and cleanliness as per policy.
• Ensure booking calendars are updated daily.
• Manage mail, couriers, and third-party communications.
• Assist with stationery orders and general office supplies.
• Perform clerical tasks (filing, photocopying, scanning).
• In alignment with the Company’s Corporate Social Responsibility objectives, ensure cost effective reductions in electricity, water and paper usage.
• Support management in organising staff functions and corporate events
• Together with the Head of People, supervise office cleaners and ensure workplace standards.
• Coordinate vendor communication and office services.
• Oversee purchase of office detergents and amenities.

4.  Travel Coordination

• Coordinate regional and international travel and accommodation.
• Ensure compliance with company travel policies.
• Identify high-risk travel destinations and brief travellers accordingly.
• Liaise with travel agents to book cost-effective flights and accommodation.
• Assist with visa applications and supporting documentation.
• Manage travel claims, allowances, and cost reporting.
• Proactively research and plan travel to minimize disruptions and optimize costs.

QUALIFICATIONS

• Bachelor’s degree in business administration, Office Management, or related field.
• Minimum 5 years’ experience supporting C-suite executives as an EA/PA/Secretary.
• Strong background in office management, travel coordination, and vendor relations.
• Experience in multinational or healthcare/laboratory services organizations preferred.
• Skills in petty cash management, expense reconciliation, invoice processing, travel expense tracking, and basic bookkeeping.
• Mastery in scheduling, prioritizing meetings, and managing complex calendars using tools like Outlook, Google Calendar, or enterprise scheduling systems.
• Expertise in booking travel arrangements, visa requirements, travel compliance, and cost optimisation.
• Excellent computer literacy including MS Office, Outlook, Excel, Word, Power Point etc.
• Written and verbal fluency in English is mandatory.
• Inspires and drives excellence in all aspects of work

COMPETENCIES REQUIRED TO DO THE JOB

Technical Competencies:

• Ability to produce accurate reports, presentations, minutes, and executive correspondence.
• Ability to work under pressure and meet set deadlines
• High level of numerical and analytical skills
• Ability to handle sensitive and confidential information.
• Ability to work as part of a team.
• Advance communication and interpersonal skills

Behavioral Competencies:

• Ability to work autonomously and hold themselves accountable.
• Ability to work under pressure and meet set deadlines.
• Maintain high a level of honesty and integrity
• Active listening to understand needs, plus strong written and verbal communication for interacting with executives.
• Ability to manage multiple priorities, deadlines, and complex scheduling under pressure.
• Builds trust and strong working relationships with executives, staff, and external partners.

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