Executive Assistant to Coo

4 months ago

Cape Town, South Africa Cognia Law Full time

**COMPANY PROFILE**:
Cognia seamlessly extends corporates, banks and law firms’ legal capability to deliver sustainable outcomes. Our goal is to connect the legal sector, moving it from a siloed approach to integrated partnerships. We help in-house legal teams by bringing simplicity to complex matters and replacing broken procedures with efficient processes.

Cognia is a Chambers-ranked law company which integrates how legal services are provided so our team, partners, clients and communities thrive together with people at the heart of what we do. We encourage our people to bring their whole self to work and focus on enabling them to realise their full potential.

**ROLE DESCRIPTION**:
We are looking for a responsible Executive Assistant to support our senior executives in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

**KEY RESPONSIBILITIES**:

- Professional support to the COO, Global Delivery Director and Global Head of People.
- Provide scheduling and administrative support for business leadership team.
- Must be a proficient problem solver with an ability to critically manoeuvre throughout any situation, both independently and, in some cases, with a team and/or with guidance.
- Professionalism at the highest level regarding all communications with internal associates and external clients.
- Complete organization of all meetings, special events and luncheons, including reserving conference rooms; technical support, arranging for catering, special events, and working luncheons. Completes and maintains meeting minutes and action items as requested.
- Accurate handling of all company-related expenses in a timely manner to ensure proper reimbursement.
- Prepare written reports and communication to internal and external business partners and professionally interact with same.
- Handling of routine requests and administrative matters for Executives and Departments.
- Scheduling of audio and/or visual conferences by using WebEx, MS Teams, Zoom, or other software. Knowledge of all aspects of hosting an audio and/or visual meeting, including facilitation of meeting as the host, recording of session, operator assistance, etc.
- Maintain the electronic filing system according to the company’s document control standards and procedures.
- Build and maintain strong business relationships with clients on behalf of leadership team.
- Personal Support as and when needed.

**Travel Arrangements**:

- Obtains flight options, books flights, accommodation, registrations, car rental, shuttle service, car service, and preparation of travel file to include all details of travel, locations, and times of meetings, directions, and maps, as well as discussion materials.
- Ability to professionally negotiate discounted rates with vendors where appropriate.

**Communication**:

- Conducts research in preparation for the leadership team member’s engagements and meetings as and when required.
- Manage information flow in a timely and accurate manner

**Marketing**:

- Creating marketing related materials such as slides for clients.
- Creating internal communication documentation such as service line overviews.
- Team members and Office Matters
- Assist with the planning of company events, meetings, and employee team building activities or special projects.
- Management of the office facilities and office support team
- Act as a point of contact among all executives, associates, clients, and other external partners.

**ROLE EQUIREMENTS**:

- Qualifications in a relevant field at the tertiary level would be advantageous.
- 5+ years’ proven experience as an Executive assistant providing support to C-suite executives/leadership.
- Highly professional demeanor: strong emotional intelligence, cultural sensitivity, and intellect to understand intricacies of sophisticated multi-national clients.
- Excellent written and verbal communication skills; first-rate organizational skills and outstanding attention to detail.
- Ability to work in a fast-paced, agile environment; quickly assess and prioritize needs.
- Desire to delight clients and demonstrate a pleasant and competent demeanour.
- Proficiency in Microsoft Office 365 (Word, Outlook, PowerPoint, and Excel).
- Extensive calendar management in Microsoft Outlook.
- Comfortable and resilient in working with successful corporate leaders.
- Discretion in handling sensitive and confidential information.
- A high level of resilience to work in a demanding and pressurised environment and poise to maintain composure at all times.
- Commitment to the highest level of customer/client service and timely response.
- Strong interpersonal skills, team orientation, and ability to work independently.

**COGNIA COMPETENCIES**:
**Honest Communication**:

- Effectively articulates own views and rationale for them
- Communicates complex topics/concepts in simple way
- Practices active listening
- Where they do not know the

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