Executive Assistant

3 months ago

Illovo, South Africa BDO South Africa Full time

**Primary Purpose of the Job**

**Main Duties and Responsibilities**

General CEO Office Management
- To support the CEO by providing professional and confidential administrative & secretarial services.
- Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO.
- Act as a gate keeper to the CEO and ensure adequate resolution of general queries or issues.
- Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management.
- Manage leave for CEO and direct reports. Process and prepare all payment requests, administer company credit card, expense claims and other payments.
- Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.
- Attend to any other ad-hoc activities required by the CEO.

Communication Management
- Build and maintain mutually beneficial relationships with internal and external stakeholders.
- Maintain awareness of all issues being handled by the CEO in order to understand priorities and enable quick responses.
- Discuss the work schedule daily to check priorities, ensure that the CEO is aware of appointments for the day and schedule/reschedule according to changes that may occur.
- Ensure that correspondence is timeously dealt with
- Coordinate and provide the following support to CEO:

- Governance of meetings and taking of minutes.
- Preparing presentations
- Collation of reports
- Drafting memorandums
- Responding and acknowledgement of communication on behalf of the CEO.

EXCO and Board meetings
- Coordinate all internal meetings and feedback sessions from Stakeholders.
- Coordinate all Board, Exco and Partner & Director meetings and events that are specific to the CEO Office.
- Take responsibility for arranging and organising all logistic requirements for these meetings/sessions.
- Attend to any outstanding actions resulting from meetings arranged and/or attended.
- Exchange and obtain information for senior management and external clients/suppliers.
- Track and compile inputs, comments and decisions received after meetings.
- Ensure all the actions from previous EXCO meeting are communicated to all and progress on/completion of deliverables is followed up and documented.
- Facilitate the creation and distribution of the EXCO Agenda and supporting documents.
- Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings.
- Compile all board/information/investor packs for these meetings.
- Collaboration with internal and external high impact events including or involving the CEO’s office.

Project Coordination
- Assist in the planning and execution of special projects and initiatives led by the CEO.
- Monitor project timelines, deliverables, and progress.
- Coordinate with various departments to ensure alignment and support for project goals.

**Qualifications**:

- Bachelor’s degree in Business Administration, Communications, marketing or a related field.

Experience
- Minimum of 5-7 years of experience in an executive support role within the CEO’s or CFO’s Office, preferably in a corporate environment.

Competencies: Skills, Competencies

Job Skills and Competencies
- Advanced MS office (particularly Excel and PowerPoint)
- Database Management
- Record keeping
- Project management Skills

Behavioural Competencies
- Excellent written and verbal communication skills
- Ability to prioritise and work under pressure
- Problem solving and analytical thinking skills
- Highly organised, detail oriented and able to multitask
- A team player with well-developed interpersonal skills

BDO Core Competencies
- Relationships and Collaboration
- Exceptional Client Service
- Business Growth
- Engaging people
- Inclusive Agile Leadership
- Quality, Risk management and Operational transformation

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