Executive Assistant to CEO

2 weeks ago

Johannesburg, South Africa Inner Workings Full time

**JOB DESCRIPTION AND DUTIES**:
**1. General**

**Job Title**:
EXECUTIVE ASSISTANT

**Key Job Purpose**:
Reporting directly to the CEO, the Executive Assistant provides administrative and development support to the CEO and Directors. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

**Reports To**:
CHIEF EXECUTIVE OFFICER

**Tasks and Duties**
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
- Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally.
- Co-ordinate’s meetings and strategic activities with the Management Team, and members of staff.
- Communicates directly and on behalf of the CEO with directors, manager, customers and suppliers, staff and others on matters related to programmatic initiatives as directed.
- Conducts research on prospective customers/suppliers to identify and evaluate current needs and assembles materials needed for proposals.
- Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with prospects.
- Supports CEO in his external commitments, including service on external boards, committees and other groups.
- Prepares board packs and other reports as required by the CEO.

Director Support and Liaison
- Serves as the CEO’s administrative liaison to directors and manages activities, which include coordinating director meetings and meals; arranging hotel accommodations for out-of-town staff; processing travel reimbursement requests; and compiling, assembling, and distributing meeting materials.
- Coordinates Executive, Finance, Governance and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.

Management Liaison
- Participates as an adjunct member of the Director meetings including assisting in scheduling, attending meetings.
- Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items

Analysis and consolidation
- Consolidates project information from the relevant heads of departments and organises in a meaningful way.
- Provides high level analysis of information to support the CEO in decision-making

**Authorities**
- **(if in doubt, ensure to Consult your superior)**_
- Access to CEO’s diary
- Administration around petty cash

**2. Requirements.**

**Qualification and Experience**

**Qualifications**:
**Minimum**:

- A 3 year degree

**Ideal**:

- Post Grad qualification
- Project management

Experience: Minimum:

- 7 years’ experience in corporate as Personal assistant or Executive Assistant

Ideal:

- 10 + years Office manager/ PA experience in medium sized organisation

Training: Minimum:

- MS Office advanced

Ideal:

- Project management

Knowledge: State the job knowledge required
- Knowledge of business process and functions (finance, HR, procurement, operations).
- Knowledge of software packages
- Electronic tools for diary management
- Compilation of board reports and presentations
- Project management
- Board processes
- Document compliance requirements
- POPIA

**3. Other skills required**:

- Computer literate
- Commercial awareness (or business acumen)
- Data analysis
- Attention to detail
- Interpersonal skills
- Customer service
- Problem solving
- Planning and organising
- Perseverance and motivation
- Ability to work under pressure.
- Maturity
- Ethics and integrity
- Collaboration

**4. Working hours**
- You might be part required to work outside of the normal working hours, which could include weekends

**Salary**: R20,000.00 - R25,000.00 per month

**Education**:

- Bachelors (required)

**Experience**:

- executive assistance: 7 years (required)
- compiling board packs: 2 years (required)
- data analysis: 3 years (required)

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