Executive Assistant to EXCO

2 weeks ago

Stellenbosch, Western Cape, South Africa Merand Corbett & Associates Full time
Main Outputs and Responsibilities for This Position.

Provides direct support to the Executives.
  • Manage and support the Executives and as required additional Directors, diaries to ensure efficient planning and prioritising.
  • Plans, coordinates, and ensures the Executives schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executives time and office.
  • Works closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keep the Executives updated on issues taking place in the environment.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executives ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Provide a welcoming and hospitable environment for all internal and external visitors.
  • Create a professional and courteous environment in respect of all internal and external communication.
  • Ensure and maintain the neatness and professional image of the executive suite by liaising with respective or relevant parties that support this function. This will include effectively managing the executive floor, including but not limited to catering, events management, technological equipment, stationary, setting up and cleaning of venues, etc.
  • Coordinate, procure and control the stationary, consumable and grocery functions within the executive suite. thereby ensuring timeous access and monitoring the use thereof.
  • To manage and coordinate all travel requests, ensuring hassle free trip. This will include but not be limited to visa requirements, accommodation, car hire, connectivity arrangements, and all other arrangements needed for travelling. Travel must be management in a cost-effective way and within budget.
  • To plan and coordinate all functions within the executive suite thereby contributing to the team morale and spirit within the department.
  • Organize and maintain the office filing system.
  • Co-ordinate logistics to support the Company Secretary for all Board and Board Sub Committee meetings and events.
  • Co-ordinate Executive meetings and functions (Exco meetings, annual strategy sessions; offsite sessions etc.).
Internal Communication
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Executives style and organisation policy.
  • Coordinate and manage meetings, events, and gatherings hosted by the Executives.
  • Manage information flow in a timely and accurate manner.
  • Format information for internal and external communication memos, emails, presentations, reports.
Operations Management
  • Provide operational support by performing a range of routine activities using existing systems and protocols.
  • Manage boardrooms, offices, and other venues effectively.
  • Support others by performing a range of facilities management activities.
  • Manage cleaning staff, IT support and other administrative support.
  • Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
Business Meetings / Events Arrangement
  • Schedule appointments make arrangements for meetings and conferences and organise travel plans following detailed instructions to facilitate business meetings.
  • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

Client and Customer Management (Internally and Externally)
  • Assist company Executives to manage client and customer relationships by using relevant client system.
OTHER SPECIAL REQUIREMENTS:
  • May require working outside of standard business hours.
  • May require travel.
KNOWLEDGE & SKILLS

Formal Education
Tertiary Qualification is essential.
Business administration will be an advantage.

Experience

5+ years experience working with Board and Executive level.
Proven track record of effectively interacting with senior management.
Effective, versatile and action oriented.
Excellent communication skills, inclusive of written English.
Ability to gather data, compile information, and prepare reports.
Ability to perform complex tasks and to prioritize multiple projects.
Ability to enhance effectiveness for the office.
Advantageous if previous experience with working for multinationals
Ability to navigate remote working complexities.

*ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED*

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