Executive Assistant to Chief Executive Officer

2 weeks ago

Centurion, South Africa Ntiyiso Consulting Group Full time

**Job Profile**
- **Department/Division**_:Office of the Group Chief Executive Officer_
- **Reports to**:_Group Chief ExecutiveOfficer_
- **Contract Type**:_ _Fixed Term Contract (Up to 3 years)_
- **Job Reference**:_KN_NCGEA03_

**Job purpose**

The executive assistant role supports the Group CEO and Group Chief Advisors. The incumbent will manage most business-related tasks for the executive, such as creating reports, organising travel and accommodation, taking minutes, and other organisational tasks. The incumbent is expected to discharge roles and responsibilities properly with due diligence. Extensive work experience with the Microsoft Office suite is required. The incumbent should be extremely fast at solving problems and have experience as an executive or administration assistant in a consulting or similar environment. Uphold's governance activities of the firm to ensure positive impact and sustainable results.

**Key Responsibilities**
- Prepare and edit correspondence, communications, presentations, and other documents and ensure meeting deadlines.
- To resolve diary clashes.
- To screen incoming calls and respond to and distribute incoming communications.
- To make notes of essential information and prioritise the calls to be returned by the Group CEO.
- Design and maintain databases and file and retrieve documents and reference materials.
- To conduct research and collect and analyse data to prepare departmental status reports and documents.
- To manage and maintain Group CEO's schedules, appointments, travel arrangements and other itinerary specifics.
- Arrange and coordinate meetings and events, ensuring notices go out to all attendees. To prepare agendas for meetings and schedules
- Record, transcribe, and distribute minutes of meetings and prepare written responses to routine enquiries.
- To monitor, screen incoming calls, respond to and distribute incoming communications.
- To receive and interact with the Group CEO's incoming visitors and to liaise with internal staff at all levels.
- To coordinate deliverables based on action plans from the Group CEO, Exco and other top leadership meetings
- To review operating practices and implement improvements where necessary
- To maintain electronic and hard copy filing systems and to retrieve documents from the filing system
- To handle requests for information and data.
- To open, sort and distribute incoming correspondence
- To maintain the Group CEO's office supply inventory and to coordinate maintenance of the Group CEO's office equipment

**Requirements**:

- Bachelor's Degree in Office Management, Business Management, Secretariat or related fields
- Post Graduate Qualification in Business Management or related files is highly advantageous.
- A minimum of 5 years of relevant work experience, of which 3 years must be at the executive support level.
- Must have a valid driver's licence and own vehicle.
- Expected to work long hours from time to time.

**Job Competency**
- **Know-How**_
- Planning is generally short-term (for the week) and within regular activity cycles.
- Communicates, coordinates, and interacts with others in the value chain to ensure exceptional management and support.
- Manages one's time and resources to ensure that objectives are achieved effectively on time and within budget.
- **Problem-Solving**_
- Ensure business acumen and sound common sense to the overall management of own area.
- Consider all the facts, options, and possible objectives before escalating.
- Maximises or leverages the strengths of the team.
- Attend to diverse problems within the work area, using judgment and discretion to resolve them where necessary.
- **Accountability**_
- Solve a wide range of queries dealing with these sensitively and within operational/procedural limitations.
- Solutions should be cost-efficient and effective in delivering business results.
- There are guidelines/ policies and procedures to be followed, but the incumbent must constantly consider improving productivity.

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