Executive Assistant

3 weeks ago

Cape Town, South Africa Believe Resourcing Full time

**About our client**:
Our client is a top-tier learning facility that provides students with exceptional opportunities for academic growth.

**About the role**:
The Executive Assistant directly answers to the CEO and ensures proper completion of all duties in accordance with policies and procedures. They will work alongside all members of the Senior Management Team, in order to assist with fulfilling the above mentioned duties.

The Executive Assistant prioritises and organises daily agendas to optimise productivity.

**Salary**:
R20 000 to R35 000, depending on experience.

**Purpose of the role**:

- The Executive Assistant will provide general and administrative support to the CEO, working flexibly across a range of functions.
- The Executive Assistant will be an essential member of the team and will contribute towards the smooth running of the CEO’s diary, daily tasks and responsibilities.
- The Executive Assistant will work towards fulfilling the organisation’s commitment to a high quality of service and will promote and embody the school’s ethos.

**Responsibilities**:

- Be proactive in assisting the CEO - e.g. scheduling recurring appointments, drafting itineraries and so forth.
- Organise travel arrangements for the CEO and any other staff members as required by the CEO.
- Be detail-oriented and have the ability to multi-task and prioritise.
- Be willing to assist with certain personal tasks - e.g. renewing a car license, organising doctor’s appointments, etc.
- Put together/source/assist with the necessary documentation/paperwork/presentations for meetings and have a working knowledge of issues, prepare minutes, monitor and follow up actions as appropriate.
- Ensure an understanding of the entire organisation and keep up-to-date with any changes, new projects and so forth.
- Ensure that all documentation and information are kept private and confidential and are strongly protected through secure storage of confidential papers, files, and electronic data.
- Assist with student reports if and when necessary.
- Manage the CEO’s diary by ensuring there are no appointment clashes, that there is enough time between meetings for administrative tasks to be completed, and that travel time is taken into account between certain meetings. The Executive Assistant will have to ensure that all meeting attendees are timeously notified of any cancellation/change of venue, day, or time.
- Ensure that all relevant stakeholders are kept abreast of any necessary information and/or action points required as requested by the CEO.
- Maintain positive working relationships across the organisation.
- Receive visitors on behalf of the CEO and make them welcome until the CEO is available.
- Be considerate of the CEO’s time, environment, and well-being.

**General tasks**:

- Using Microsoft packages, particularly Word and Excel.
- Assisting with all administrative duties such as photocopying, filing, etc.
- Assisting with events such as year-end functions, birthday celebrations, launches and so forth.
- Attend and participate in meetings and training as appropriate.
- Maintain a helpful, professional demeanour at all times and receive queries and complaints in a calm, positive and reassuring manner.
- Promote and speak well of the organisation and staff at all times and address any concerns about our client by speaking with the Senior Management Team and CEO.
- Adhere to and work within our clients’ practices and policies.
- Keep all matters confidential.
- Be flexible and highly organised.
- Work towards and achieve deadlines in a calm and confident manner when under pressure.
- Undertake other duties pertinent to the scope of the position, as required by the CEO.
- Support other team members in the office and step in to assist them where necessary.

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