Executive Administrator(Salary: Market Related)

7 months ago

Johannesburg, South Africa Ditshaba Full time

**Purpose**:
The main purpose of the Executive Administrator is to provide administrative and coordination support to the CEO, facilitate effective communication with stakeholders and support the delivery of key organisational strategic deliverables.

**Key stakeholders the Executive Administrator will engage with are**:

- Government stakeholders
- Council
- Executive Management
- Stakeholders
- Service Providers
- Staff

**Key Performance Areas**:
**Executive Support and Coordination**
- Planning and scheduling the Chief Executive Officer’s annual, quarterly, monthly, weekly and daily tasks as required by receiving schedules, scheduling, inviting relevant stakeholders and coordinating that Executive and / or stakeholders have all required meeting documentation within defined standards and prior to meetings.
- Schedule and coordinate meetings in the Chief Executive Officer’s diary by receiving requests for meetings, identifying priority, identifying schedule opportunities, resolving conflicting meeting schedules, and scheduling appropriately within defined standards.
- Identify meetings that the Chief Executive Office cannot attend and recommend alternative Executive attendee by understanding the meeting purpose, aligning this with the relevant executive and requesting executive attendance as required.
- Ensure that meetings are well coordinated by booking the venues, organising documentation, catering and technology as required, prior to meetings.
- Linking the CEO with the business by identifying key dynamics and trends in the business, sourcing relevant information on these dynamics and trends and providing the CEO with input to support effective resolution of challenges and conflict as required

**Stakeholder Relationship Management**
- Represent an organisation on first contact by responding to communication professionally, referring stakeholders to relevant executives correctly, and building professional and supportive relationships with stakeholders that engage with the Chief Executive Officer on a regular basis as required.
- Building influential relationships with stakeholders to support effective and efficient processing of SHRA requirements by gaining the trust of stakeholder contact people, understanding stakeholder processes and requirements, and influencing stakeholders appropriately to achieve organisation's objectives as required.
- Resolving stakeholder queries and complaints by receiving the query or complaint, evaluating the cause and solution, implementing a solution, and resolving the query in a manner that maintains the stakeholder relationships within the defined standards.

**Council and Shareholder Engagement**
- Engage with Council members by drafting and disseminating communication, receiving, and addressing queries and requests for information, coordinating logístical arrangements and representing the CEO’s Office with the Council members as required.
- Engage with the shareholder by identifying and sourcing the relevant contact people, developing relationships with key decision makers, receiving queries and requests for information, drafting, and communicating responses and addressing any other issues as required.

**Executive’s Office Management**
- Develop and update the departmental calendar with all key engagements and deliverable deadlines, implement reminders to relevant stakeholders to submit requirements, track compliance with calendar and coordinate that all calendar deliverables are received on time and to standard by the agreed date.
- Manage correspondence by reviewing correspondence received, sorting and redirecting correspondence, drafting responses, and following up on correspondence daily.
- Plan and schedule Executive Team annual, quarterly, monthly, weekly and daily tasks as required by receiving schedules, scheduling, inviting relevant stakeholders and coordinating that Executive and/or stakeholders have all required meeting documentation within defined standards and prior to meeting.
- Managing the quality of all documentation being submitted to the Executive by reviewing all documents, checking for accuracy, relevance and completeness, returning for amendment and addressing recurring issues by escalating prior to submitting documents to Executive and as required
- Manage the smooth daily functioning and operations of the Executive’s office by identifying challenges being faced in the office, identifying solutions, implementing, and resolving within defined standards

**Reporting**
- Collate reports by liaising with relevant contributors, collecting and collating data into the report structure, identifying the anomalies and inconsistencies in the reports and raising these as required.
- Draft reports by collecting information and drafting reports as required

**Event Management**
- Coordinate events (including strategy sessions, staff meetings, team buildings etc.) by receiving brief and budget, identifying special needs and requirements, sourcing

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