Salome Van Der Mooren

• Directed daily office operations, including procedures, filing systems, correspondence, supply requisitions, and team oversight.

• Developed and maintained record-keeping systems aligned with data protection and retrieval best practices.

• Communicated with vendors and internal departments across design, IT, accounting, and marketing functions.

• Tracked budgets and office expenditures using spreadsheets and internal systems.

• Prepared payroll, managed staff leave balances, and coordinated monthly operations reports.

• Ensured timely updates to website and digital platforms in collaboration with marketing and leadership.

• Implemented performance conversations and one-on-one employee check-ins to support staff development.

Financial Administration

• Partnered with the finance portfolio and treasurer to plan and monitor annual budgets.

• Prepared and processed supplier payments via Dropbox, Sage, and Absa platforms.

• Drafted sponsorship agreements and managed financial reporting on outstanding payments and credit notes.

Event Planning & Management

• Oversaw the planning and execution of all institute events including conferences, internal programmes, and sponsor engagements.

• Coordinated with vendors, venues, and marketing teams to deliver high-quality, branded experiences.

• Managed end-to-end logistics: venue scouting, event budgets, supplier coordination, promotional materials, and post-event audits.

• Ensured sponsor satisfaction and brand integrity through consistent communication and on-site supervision.

• Facilitated event calendar, invitation distribution, and marketing collaboration.

• Assist executives with task escalation and daily task management.

• Organize weekly EXCO and quarterly Board meetings, including preparation of Board packs.

• Manage CEO and MD diaries, travel arrangements, visas, passports, flights, accommodation, and vehicle-related tasks.

• Handle all incoming/outgoing communications and calls on behalf of executives with professionalism and confidentiality.

• Schedule and coordinate executive/staff meetings, take minutes, and arrange conference calls and boardrooms.

• Maintain records and documentation on the Genasys Information Portal.

Administrative & Office Management

• Perform daily administrative support for CEO & MD.

• Submit order forms and manage petty cash.

• Update and distribute staff/client contact lists and birthdays.

• Supervise reception, housekeeping staff, and general office coordination/maintenance.

• Provide switchboard relief and support as needed.

• Execute additional admin tasks efficiently when required.

HR & Recruitment Support

• Assist with interview and assessment scheduling.

• Support onboarding processes: prepare offer letters, employment contracts, and induction packs.

• Coordinate logistics for new hires (equipment, training, staff files).

• Manage timekeeping and attendance registers for Johannesburg staff and maintain the company calendar.

Facility Coordination

• Oversee maintenance and cleanliness of the Eagle Canyon flat on a weekly basis.