Executive Assistant: CEO

7 months ago


Cape Town, South Africa Allan Gray Orbis Foundation Full time

**Purpose of Role**:
The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.

Act as Executive Assistant to the CEO. Provides administrative and logístical support and ensures the smooth running of the executive office.

**Objectives of Role**:
Primary Functions

**1. CEO Personal**

**Executive Support / Calendar co-ordination**
- Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
- Minutes of meetings, transcribes, types up and distributes minutes/agendas
- Sets up and maintains an electronic filing system
- Reacts to urgent requests/issues and contacts relevant executive
- Follows up on minute action points and other deadline issues on behalf of Chief Executive Officer
- Acts on behalf of executive as specifically authorised
- Drafts presentations, programmes and letters
- Facilitates the implementation of the Foundation Talent gift policy relating to birthday's, awards, anniversaries, condolences, etc.
- Interacts with and hosts visitors to the Foundation
- Responds to request from Talent for information and/or for specific assistance relating to administrative support at interviews, selection camps, Jamboree etc.
- Schedules electronic meetings in Outlook

**Travel**
- Co-ordinates the booking of all travel arrangements and transport as requested
- Completes travel expense summaries and reconciliations
- Responds to changes in travel arrangements and makes alternative bookings
- Organises visas, vaccinations and foreign exchange for overseas travel

**2. CEO office / strategy**
- Utilises computer software packages/tools to produce correspondence, spreadsheets and reports in relation to strategic objectives and requirements
- Plans and organises special events/workshops and meetings as specifically requested by the CEO
- Compiles, collates and distributes conference/meeting material
- Drafts costing for all aspects of events, e.g. venue, transportation, travel costs etc. for approval
- Distributes invitations, arrange facilities and catering requirements for all executive management meetings
- Liaises with service providers and suppliers associated with areas of responsibility
- Completes event and travel expense summaries and reconciliations
- Conducts post event and travel evaluations

**3. Board**
- Consolidate Board meeting programme and activity plan for the Foundation
- Consolidates reports for the Board of Trustees and compiles board packs
- Communicates with trustees on the activities of the Foundation
- Co-ordinates logístical arrangement for Trustees including travel and venue bookings

**Experience and Qualifications**:

- Identification with the Foundation’s Vision, Mission and Ethos
- Relevant Diploma
- 5+ years relevant experience
- Specialised Computer literacy
- Operate under pressure
- Valid driver’s license and own car that willing to use for work

**Competencies**:

- Adaptability
- Communication skills - written and verbal
- Attention to detail
- Judgement
- Service excellence
- Project management skills
- Ability to work independently and collaboratively



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