Executive Assistant to The CEO

8 hours ago

Cape Town, South Africa CTICC Full time

This exciting role requires a dynamic and seasoned individual who has a strong track record of having worked in a C-Suite environment and at an executive level.

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship; provides executive, administrative, and development support to the CEO and Board of Directors, as well as the Executive Committee (EXCO) and HR. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the CEO. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently, and must be able to work under pressure at times, to handle a wide variety of activities and confidential matters with discretion.

**Executive Support**
- Completes a broad variety of administrative tasks for the CEO including:

- Managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel and other meetings.
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Liaison with CTICC appointed travel agent for quotations and information
- Reconciliation of expenses and documentation of all travel engagements
- Communicates directly, and on behalf of the CEO, with Board members, Shareholders, Stakeholders, Senior Management and staff on matters related to CEO's functions.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and staff.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
- Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with donors and prospects.

**Board Support and Liaison**
- Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating Quarterly Board meetings and dinners; lunches/receptions/new Board member orientations; arranging hotel accommodations for Board member when necessary; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
- Assists board members with travel arrangements, lodging, and meal planning as/when needed
- Maintains discretion and confidentiality in relationships with all board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Coordinates Board Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.
- Preparation of the CEO’s presentation for Board meetings and board packs
- Maintains Board portal (Diligent).
- Adhoc Board meeting minutes, acting as backup to Company Secretary when required

**Senior Management Liaison**
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attend

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