Executive Assistant- Office of the Chief Executive Office

1 week ago

Centurion, South Africa Makhado Consulting Full time
Required Minimum Education / Training
  • A relevant Administration or Secretarial qualification.

Required Minimum Work Experience
  • At least 5 years of relevant experience in an executive support role.
  • Understanding of corporate governance
  • Knowledge and experience related to Board submissions
  • Must be willing to work after hours and on weekends

Key Performance Areas

Administrative support to the CEO
  • Manages the Executives diary and schedules meetings in line with the CEOS availability.
  • Manage the office in the absence of the Executive
  • Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division
  • Provide proper and timeous customer and stakeholder feedback.
  • Coordinate performance management for CEOs direct reports.
  • Coordinate the CEOs Performance Assessment by compiling POE in consultation with internal stakeholders.

Meeting Coordination and Hosting Secretarial support to Executive and Management Committees
  • Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings
  • Drafts meeting agendas and ensures the timeous distribution of meeting packs
  • Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly
  • Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings
  • Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines
  • Organising the requisite refreshments/catering for meetings, where necessary.
Office Support
  • Managing the CEOs inbox, screening all correspondence and actioning them where appropriate and where relevant. Ensures that the CEO actions the items that need his attention timeously and providing reminders
  • Co-ordinate all correspondence to be submitted to and from the office of the CEO.
  • Answering and screening telephone calls and where applicable, forwarding these to the relevant employees for actioning
  • Accurate record keeping and filing of all documents
  • Ensuring that classified and confidential documents are kept safely
  • Typingandqualitycontrolofofficialcorrespondence,includingletters,memorandums,powerpointpresentationsandgeneralcorrespondenceforinternalandexternalpurposes
  • CoordinateslogisticalarrangementsfortheExecutiveinlinewithprocurement processes
  • Developsadatabaseofcontactsandupdatessameregularlytoensurecurrent information
  • Managementofpaymentsfromtheofficeincludingcreationofrequisitionsand budgeting
  • Professional reception of the executives visitors and all ancillary
  • Ad hoc duties and assignments as required by the Chief Executive Officer
Travel Arrangements
  • Manage the CEOs (or any other team members) international and domestic travelling arrangements, including passport application, flights, accommodation, car hire/shuttle services, itinerary and where applicable visa applications, and so forth.
  • Assist with the processing and submission of travel claims upon the Executives return.
  • Administer subsistence and travelling claims for the CEO.

Stakeholder Management
  • Act as the point of contact among executives, employees, clients, and other external partners
  • Coordinate the functions compliance and annual submissions e.g., Declarations of Interest, requests from auditors, performance agreements and assessments, APP reports, and so forth.

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