Executive Assistant to CEO

4 weeks ago

Johannesburg, South Africa Tshiamiso Trust Full time

Reporting to the Chief Executive Officer, the incumbent will provide a high-level executive and administrative support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office.

The role includes:
**Workflow management**
- Facilitate the effective liaison between the CEO and the Executive Management Team;
- Pro-actively schedule and facilitate all required meetings for CEO;
- Facilitation of all Ad-hoc meetings;
- Compile Documentation - Ensure that all the communications are documented and updated to reflect current status.

**CEO Office Administration**
- **Make travel arrangements** (national and international) for the Chief Executive Officer;
- **Managing schedule** - maintain appointment schedules and calendars for the Chief Executive Officer;
- **Coordination** - coordinate meetings and conferences at the request of the Chief Executive Officer. Organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimum direction;
- **Manage office communication** - Screen telephone calls; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; and provide assistance by using independent judgment to determine matters requiring priority attention.
- Type drafts and a wide variety of finished documents from notes, brief instruction, or printed materials; initiate correspondence independently for signature by appropriate executive staff;
- Independently respond to letters and general correspondence of a routine nature;
- Provide follow up to assignments given to management staff by the Chief Executive Officer; provide status reports to the Chief Executive Officer.
- Communicate effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
- **Meeting administration**:

- Attend and minute meetings and accurately assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature, transcribe and type minutes as directed by the Chief Executive Officer.
- Assist in the strategic planning of Executive Management and further assist in the monitoring of the implementation of the goals and objectives through EXCO meetings;
- **Information management** - Review, research, and summarize a variety of fiscal, statistical, and administrative information
- **Quality assurance** - Review materials for completeness, accuracy, format, and compliance with policies and procedures.
- **Office Administration** - Design, establish, organize and maintain various administrative, reference, and follow-up file system(s).
- Ensure all business transactions of the Chief Executive Officer is verified, signed off, reconciled and forwarded through to relevant departments timeously.
- Provide secretarial support to the EXCO;
- Access websites for updated information;
- Ensure all information received is forwarded to the CEO timeously;
- Ensure circulation to the relevant persons and/or various departments as per CEO’s needs
- **Budget administration**:

- Participate and assist in the preparation of the budget; attend budget meetings; monitor expenditures and recommend budgetary adjustments.
- **Continuous improvement** - recommend improvements in workflow, procedures, and use of equipment and forms.
- **Relationship Management** - frequent engagement with all relevant role players (listed under important contacts) to obtain a common goal and enhance relationships.

**Project Management & Ad-hoc Functions**
- **Prioritisation** - Organize own work, Coordinate CEO’s projects, set priorities, meeting deadlines and following up on assignments with minimum direction.
- **Project administration & support** - Assist with planning, scheduling and corrective action on deadlines on projects as directed by the Chief Executive Officer.
- **Project monitoring** - Monitor projects that are being undertaken by the CEO’s office and compile progress reports
- **Event Management**:

- Manage Corporate Events in Conjunction with Stakeholder Relations and Communications
- **Query Management** - Attend to multifaceted, functional or technical queries received by the Office of the CEO (i.e. take all the relevant information into consideration and ensure finality on matters)

**Risk and Compliance Management**
- **Compliance** - Ensure compliance to approved policies and procedures;
- Monitor and enforce program compliance with laws, rules, and regulations related to provision of assigned department services.
- Ensure the Office of the CEO is aware of all laws and regulations relevant to the Trust;
- Ensure relevant updated corporate governance information circulated to the CEO timeously
- Stay up-to-date with relevant laws, regulations, and indus

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