Executive Assistant to CEO

2 weeks ago

Durban, KwaZulu-Natal, South Africa For Life Foundation Full time

Overview:

Responsibilities:

Phone calls and communication
Handling incoming calls, taking messages, and directing them to the most suitable person.
Making outgoing calls on behalf of the CEO.
Maintaining and ensuring messages are relayed accurately and promptly.
Calendar and meeting coordination
Maintaining and organising the CEO's schedule within different time zones by scheduling meetings, appointments, and events.
Coordinate logistics for meetings, including venue booking, video conference setup, and agenda preparation.
Ensure the CEO is well-prepared for all meetings by providing the necessary documents and information in advance. This includes visual aids that meet our 'be great' standard for quality and branding.
Drafting and editing
Proofread and edit documents to ensure clarity, consistency, and adherence to organisational standards.
Remote support and communication
Provide remote support to the CEO by maintaining regular communication via phone calls, messages, and video conferences.
Stay updated on the CEO's schedule and priorities to facilitate seamless remote assistance. This includes working within the CEO's business timeframes.
Liaison and relationship management
Act as a liaison between the CEO and internal and external stakeholders, fostering positive relationships and ensuring effective communication.
Collaborate with other team members to facilitate efficient information flow and coordination.
Travel coordination and logistics

Arrange domestic and international travel itineraries for the CEO, including flight bookings, hotel accommodations, transportation, visa arrangements and relatable ground logistics.

Prepare detailed travel agendas, ensuring all necessary documents and arrangements are in place.
Expense management
Manage and track the CEO's expenses, including reimbursements, credit card statements, and invoices.
Prepare expense reports and ensure accuracy and compliance with company policies.

Manage and track the overall organisations expenses and report to the CEO directly to ensure the management of this business.

Meeting support
Assist in the preparation of materials for board meetings, including agendas, presentations, reports, and minutes.
Coordinate logistics for board meetings, such as venue arrangements and catering, if necessary.

Arranging and coordinating meetings, including scheduling, meeting rooms, setting up conference calls or video conferences, preparing agendas, taking minutes, distributing meeting material and follow-up actions.

Attend the HOD meeting weekly, taking note of the meeting minutes, including action points for the team and CEO. Ensure the CEO's follow-ups are tended to with liaison to the team and CEO.
Documentation and record-keeping
Assisting in document preparation, formatting, and proofreading (assistance from the marketing and communications lead may assist with this task)
Organising and maintaining files, records, and databases.
Problem-solving and decision-making


Handling unforeseen issues, troubleshooting problems, and making decisions to ensure smooth operations in the CEO absence with support from the HOD team.

Project coordination and follow-up
Support the CEO in managing various projects by tracking progress, deadlines, and deliverables.
Follow up on action items, tasks, and commitments made by the CEO during meetings.
Confidentiality and information management
Maintain confidentiality and discretion in handling sensitive information, documents, and conversations.
Organise and manage electronic and physical filing systems, ensuring easy access to important documents. This includes utilising the CRM system in place as well as online storage systems.
Communication liaison
Serve as a central point of contact for internal and external communications, screening and redirecting inquiries as needed.
Facilitate communication flow between the CEO and team members, clients, partners, and stakeholders.

Liaise with industry professionals on behalf of the CEO to schedule and attend networking and industry events ensuring the CEO is prepared with collateral for these events.

Act as a liaison between internal and external stakeholder.
Build and maintain relationships with clients, partners, team members, and other stakeholders of Great Mates.
Prioritisation and time management
Assessing tasks and prioritise to ensure the most critical matters are addressed promptly.
Managing the CEO's time effectively to optimise productivity.
Strategic support

Provide research and gather information on industry trends, competitors, and other relevant topics to support the CEO in decision-making processes.

Assist in the execution of special projects, initiatives, or presentations as requested by the CEO.
Research and information gathering

Conduct research on various topics, compiling information and preparing briefs or summaries to air the CEO in decision-making process or presentations
Organisational management

Assist with the CEO's personal commitments

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