Executive Assistant to CEO

2 weeks ago

Cape Town, Western Cape, South Africa Cognia Law Full time

COMPANY PROFILE:

Cognia seamlessly extends corporates, banks and law firms' legal capability to deliver sustainable outcomes. Our goal is to connect the legal sector, moving it from a siloed approach to integrated partnerships. We help in-house legal teams by bringing simplicity to complex matters and replacing broken procedures with efficient processes.


Cognia is a Chambers-ranked law company which integrates how legal services are provided so our team, partners, clients and communities thrive together with people at the heart of what we do.

We encourage our people to bring their whole self to work and focus on enabling them to realise their full potential.


Your effective communication will boost stakeholder engagement, while your proven ability to handle a fast pace and meet deadlines will highlight your professionalism.


Your familiarity with office management will help you anticipate and address the needs of our executive team, enhancing organisational efficiency.

This role offers a chance to excel in a dedicated environment alongside our CEO.

KEY RESPONSIBILITIES:

  • Professional support to the CEO and tow other leadership team members;
  • Liaise with internal and external parties to secure and coordinate meetings for the CEO and other leadership team members;
  • Followup on all actions stemming from the leadership and board meetings;
  • Schedule meetings for leadership team members to meet direct reports and their teams at intervals as agreed and provide followup activity;
  • General administrative support to leadership team, including agendas, minutes, memos, letters, reports and presentations;
  • Responsible for answering the CEO's calls, screening and rerouting of calls (if required);
  • Setting up telephone, zoom or video conference calls for the leadership team;
  • Book venues for internal and external meetings and events for the leadership team and organise catering and refreshments (if required);
  • Maintain electronic filing system according to the company's document control standard and procedures;
  • Build and maintain strong business relationships with clients on behalf of leadership;
  • Personal support to the CEO;
  • Assist with specific personal errands for CEO (as and when required).

Travel Arrangements:

  • Arranging domestic and international flights (liaising with Travel agent and online bookings), accommodation and car hire for all travellers ensuring bookings are made timeously and travel costs are optimally managed;
  • Support the leadership team members with trip planning/routing and prepare detailed itineraries for them.

Communication:

  • Conducts research in preparation for the leadership team member's engagements and meetings as and when required;
  • Ensures the leadership team member's notes etc., are prepared in advance for presentations and meetings when required;
  • Ensures the leadership teams presentation materials are professionally prepared and communicated to parties in advance, if necessary.

Marketing:

  • Creating marketing related materials such as slides/presentations for clients;
  • Creating internal communication documentation such as service line overviews.

Team members and Office Matters:

  • Assist with the planning of company events, meetings, and employee team building activities or special projects.

ROLE EQUIREMENTS:

  • A high level of resilience to work in a demanding and pressurised environment and poise to maintain composure at all times;
  • Qualifications in a relevant field at the tertiary level would be advantageous;
  • 5+ years' proven experience as an Executive assistant providing support to Csuite executives/leadership;
  • Highly professional demeanour: strong emotional intelligence, cultural sensitivity, and intellect to understand intricacies of sophisticated multinational clients;
  • Excellent written and verbal communication skills; firstrate organisational skills and outstanding attention to detail;
  • Ability to work in a fastpaced, agile environment; quickly assess and prioritise needs;
  • Desire to delight clients and demonstrate a pleasant and competent demeanour;
  • Proficiency in Microsoft Office 365 (Word, Outlook, PowerPoint, and Excel);
  • Extensive calendar management in Microsoft Outlook;
  • Experience working on Mac would be advantageous;
  • Comfortable and resilient in working with successful corporate leaders;
  • Discretion in handling sensitive and confidential information;
  • Commitment to the highest level of customer/client service and timely response;
  • Strong interpersonal skills, team orientation, and ability to work independently.

COGNIA COMPETENCIES:

Honest Communication:

  • Effectively articulates own views and rationale for them
  • Communicates complex topics/concepts in simple way
  • Practices active listening
  • Where they do not know the answer, they will be open but then take steps to find out and provide an update

Delivering Excellence:

  • Views work as an opportunity to highlight abil

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