Executive Assistant: CEO

2 weeks ago


Cape Town, Western Cape, South Africa Allan Gray Orbis Foundation Full time

Purpose of Role:


The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.

Act as Executive Assistant to the CEO. Provides administrative and logístical support and ensures the smooth running of the executive office.

Objectives of Role:

Primary Functions

1. CEO Personal

Executive Support / Calendar co-ordination

  • Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
  • Minutes of meetings, transcribes, types up and distributes minutes/agendas
  • Sets up and maintains an electronic filing system
  • Reacts to urgent requests/issues and contacts relevant executive
  • Follows up on minute action points and other deadline issues on behalf of Chief Executive Officer
  • Acts on behalf of executive as specifically authorised
  • Drafts presentations, programmes and letters
  • Facilitates the implementation of the Foundation Talent gift policy relating to birthday's, awards, anniversaries, condolences, etc.
  • Interacts with and hosts visitors to the Foundation
  • Responds to request from Talent for information and/or for specific assistance relating to administrative support at interviews, selection camps, Jamboree etc.
  • Schedules electronic meetings in Outlook

Travel

  • Coordinates the booking of all travel arrangements and transport as requested
  • Completes travel expense summaries and reconciliations
  • Responds to changes in travel arrangements and makes alternative bookings
  • Organises visas, vaccinations and foreign exchange for overseas travel

2. CEO office / strategy

  • Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
in relation to strategic objectives and requirements

  • Plans and organises special events/workshops and meetings as specifically requested by the CEO
  • Compiles, collates and distributes conference/meeting material
  • Drafts costing for all aspects of events, e.g. venue, transportation, travel costs etc. for approval
  • Distributes invitations, arrange facilities and catering requirements for all executive management meetings
  • Liaises with service providers and suppliers associated with areas of responsibility
  • Completes event and travel expense summaries and reconciliations
  • Conducts post event and travel evaluations

3. Board

  • Consolidate Board meeting programme and activity plan for the Foundation
  • Consolidates reports for the Board of Trustees and compiles board packs
  • Communicates with trustees on the activities of the Foundation
  • Coordinates logístical arrangement for Trustees including travel and venue bookings

Experience and Qualifications:

  • Identification with the Foundation's Vision, Mission and Ethos
  • Relevant Diploma
  • 5+ years relevant experience
  • Specialised Computer literacy
  • Operate under pressure
  • Valid driver's license and own car that willing to use for work

Competencies:

  • Adaptability
  • Communication skills written and verbal
  • Attention to detail
  • Judgement
  • Service excellence
  • Project management skills
  • Ability to work independently and collaboratively


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