Executive Assistant to CEO

2 weeks ago

Johannesburg, Gauteng, South Africa Tshiamiso Trust Full time

Reporting to the Chief Executive Officer, the incumbent will provide a high-level executive and administrative support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office.


The role includes:

Workflow management

  • Facilitate the effective liaison between the CEO and the Executive Management Team;
  • Proactively schedule and facilitate all required meetings for CEO;
  • Facilitation of all Adhoc meetings;


 Compile Documentation
  • Ensure that all the communications are documented and updated to reflect current status.

CEO Office Administration
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Make travel arrangements (national and international) for the Chief Executive Officer;
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Managing schedule - maintain appointment schedules and calendars for the Chief Executive Officer;
-
Coordination - coordinate meetings and conferences at the request of the Chief Executive Officer. Organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimum direction;
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Manage office communication
  • Screen telephone calls; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; and provide assistance by using independent judgment to determine matters requiring priority attention.
  • Type drafts and a wide variety of finished documents from notes, brief instruction, or printed materials; initiate correspondence independently for signature by appropriate executive staff;
  • Independently respond to letters and general correspondence of a routine nature;
  • Provide follow up to assignments given to management staff by the Chief Executive Officer; provide status reports to the Chief Executive Officer.
  • Communicate effectively with coworkers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
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Meeting administration:

  • Attend and minute meetings and accurately assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature, transcribe and type minutes as directed by the Chief Executive Officer.
  • Assist in the strategic planning of Executive Management and further assist in the monitoring of the implementation of the goals and objectives through EXCO meetings;

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Information management
  • Review, research, and summarize a variety of fiscal, statistical, and administrative information

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Quality assurance
  • Review materials for completeness, accuracy, format, and compliance with policies and procedures.

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Office Administration
  • Design, establish, organize and maintain various administrative, reference, and followup file system(s).
  • Ensure all business transactions of the Chief Executive Officer is verified, signed off, reconciled and forwarded through to relevant departments timeously.
  • Provide secretarial support to the EXCO;
  • Access websites for updated information;
  • Ensure all information received is forwarded to the CEO timeously;
  • Ensure circulation to the relevant persons and/or various departments as per CEO's needs
-
Budget administration:

  • Participate and assist in the preparation of the budget; attend budget meetings; monitor expenditures and recommend budgetary adjustments.
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Continuous improvement - recommend improvements in workflow, procedures, and use of equipment and forms.
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Relationship Management - frequent engagement with all relevant role players (listed under important contacts) to obtain a common goal and enhance relationships.

Project Management & Ad-hoc Functions
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Prioritisation
  • Organize own work, Coordinate CEO's projects, set priorities, meeting deadlines and following up on assignments with minimum direction.
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Project administration & support
  • Assist with planning, scheduling and corrective action on deadlines on projects as directed by the Chief Executive Officer.

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Project monitoring
  • Monitor projects that are being undertaken by the CEO's office and compile progress reports
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Event Management:

  • Manage Corporate Events in Conjunction with Stakeholder Relations and Communications

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Query Management
  • Attend to multifaceted, functional or technical queries received by the Office of the CEO (i.e. take all the relevant information into consideration and ensure finality on matters)

Risk and Compliance Management
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Compliance
  • Ensure compliance to approved policies and procedures;
  • Monitor and enforce program compliance with laws, rules, and regulations related to provision of assigned department services.
  • Ensure the Office of the CEO is aware of all laws and regulations relevant to the Trust;
  • Ensure relevant updated corporate governance information circulated to the CEO timeously
  • Stay uptodate with relevant laws, regulations, and indus

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