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Executive Assistant to The CEO

3 months ago

Cape Town, Western Cape, South Africa The Joblink Full time
:

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship.

The Executive Assistant serves as the primary point of contact for internal and external customers on all matters pertaining to the executive office.


Working under general direction, performs a variety of complex, highly responsible, sensitive and confidential office, administrative and secretarial support functions for CEO, Executive Leadership and other stakeholders; and performs related duties as assigned.


The Executive Assistant must be creative and enjoy working within a retail environment that is mission-driven, results-driven and customer centric.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


Key Responsibilities

Executive Support to the CEO

  • Completes a broad variety of administrative tasks for the CEO including
:

managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.


  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating winwin situations for direct access to the CEO's time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the
  • CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with all employees.
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Provides leadership to build relationships crucial to the success of the organisation, and manages a variety of special projects for the CEO, some of which may have organisational impact.
  • Successfully completes critical aspects of deliverables with a handson approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and followsthrough on projects to successful completion, often with deadline pressures.
  • Handles information of a highly confidential and critical nature on a regular basis, including the orchestration of reports and data analytics.
  • Takes initial steps to facilitate the resolution of urgent/complex issues and notifies the CEO timeously.
  • Foster positive relationships while interacting with employees and various levels of management from within and outside of the organisation to provide or gather information often of a sensitive and timely nature.
  • Build strong relationships within the organisation to ensure efficient and effective collaboration fostering an atmosphere of engagement, as well as with administrative assistants of other management team members to ensure a high performance, customer serviceoriented work environment.
  • Interpret policies, procedures, laws and regulations in response to inquiries and complaints; refer inquires as appropriate.

Board Support and Executive Leadership:

  • Assists board members with travel arrangements, lodging, and meal planning as needed.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  • Serves as the primary point of contact for internal and external customers on all matters pertaining to the executive office.
  • Acts as confidential executive assistant to the Clerk of the Board and Executive Leadership; provides a wide variety of clerical and administrative support; resolve concerns and complaints in a timely and accurate manner; follow up with employees as necessary for detailed information to be included in response.
  • Assists in the implementation and followup on Board decisions and requests as directed by the Clerk of the Board.
  • Gathers and analyses data on a variety of administrat