Executive Assistant to CEO

3 weeks ago

Johannesburg, South Africa Print Outsource International Pty Ltd Full time

**Job Identification**

Job Title:
Executive Assistant to Group CEO

Department:
Senior Leadership Team

Job Reports to:
Group CEO

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- **Job Overall Purpose**

The Executive Assistant to the Group CEO (EA) is a leadership position, providing support to the CEO in all areas of the organization, playing a key role each of the functional areas of the Point Group.

The EA coordinates and ensures effective flow of information, communication, and referral of issues to the CEO.

The EA facilitates the meetings of the Executive Leadership Team and provides administrative support to the Board of Directors and its committees.**Responsibilities**:
The Executive Assistant to the CEO is cross-trained and provides coordination and back-up, as and when required, including additional support when required by the organization.

**Responsibilities**:
**Support to CEO**:
**The EA will**:

- Coordinate and manage the CEO’s schedule in an effective and efficient manner.
- Ensure the CEO is prepared for all meetings by preparing and reviewing information, materials, minutes, agendas in advance.
- Ensure all speeches, presentations, or materials are created when required.

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- Take minutes and notes at designated meetings, ensuring these are circulated once approved.
- Screen and prioritize calls and visits to determine urgency and appropriateness.
- Ensure CEO is aware and informed of all issues coming to his office.
- Coordinate travel arrangements for CEO, complete and forward expense claims as required.
- Manage filing systems and provide efficient organization of the office.
- Manage the CEO’s calendar, ensuring all upcoming meeting support materials are prepared and reviewed by the CEO in a timely manner.
- When required, work with the Executive Coordinator as required

**Executive Leadership Team**
- Serve as a link between senior leadership team and CEO, following up to see that projects and deadlines are met, advising CEO of red flags.
- Facilitate executive leadership meetings, including facilitating agenda, notes and follow up on action items, reports.

**Support CEO for Board of Directors**
- Support Board and Board committees with the CEO.
- Work with CEO to prepare board packages, send out communication on behalf of the CEO and set up meetings where necessary.
- Record minutes
- Provide support to the Board of Directors and its committees as required.

**Customer, Supplier, and Partner management**
- Ensure CEO’s time is appropriately managed in relation to customer, supplier and partner priorities.
- Participate in organization and implementation of customer, supplier and partner events.
- Schedule customer, supplier and partner visits as required, organizing logístical details.
- Provide support to customers, suppliers and partners, as strategically required in priority instances.

**Strategic Initiatives**
- Work closely with the CEO, Chairman, Board Directors and Executive Leadership to support the execution of the Group’s strategic initiatives creating and distributing updates, reports and other documents as required

**Administration**
- Coordinate and chair the administrators’ peer group, providing leadership and mentoring to employees in this group.
- Oversee the process of managing and maintaining Shared Contacts, along with the Executive Coordinator, providing guidance and coaching to ensure these are accurate and updated at all times.
- Oversee the process of maintaining Centralized Files, along with the Executive Coordinator, ensuring employees are trained and adhere to the processes and policies to maintain these.
- Responsible for ensuring the oversight of project plans and implementation of all executive leadership strategic and tactical initiatives providing regular updates to the CEO.
- Providing leadership and support to special projects where required.
- Work closely with the Executive Coordinator to ensure professional customer service is provided to all visitors.
- Periodically review systems, procedures, processes to ensure efficient and effective organisational functioning.
- Other duties as may be assigned or may come up as part of organisational requirements.

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.
- **Job Qualifications**

***
- **Core Competencies**

These individual competencies represent the knowledge, abilities and behaviours that result in an individual’s personal effectiveness and effective interactions with others. While it is not a requirement to be an expert in all of these areas, it is expected that you have the ability to grow your knowledge in each of the areas and demonstrate the behaviours on a consistent basis.

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