Executive Secretary

2 days ago

Johannesburg, South Africa Tych Business Solutions Full time

The Executive Secretary to the CEO and general administrative duties to the GM Corp Affairs. The individual will be responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**KEY PERFORMANCE AREAS**:

- Provide sophisticated calendar management for CEO whilst in Johannesburg. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide admin support to the Board of Directors. Arrange and handle all logistics for Board meetings and the events: Assist in publishing and disseminating the corporate calendar, schedule meetings; draft agendas; develop, compile, and distribute presentation materials (under supervision by the GM: Corporate Affairs)
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
- Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
- Customer complaints: receive them, channel to the relevant department, and follow up to ensure that the matter is closed.
- Manage the cost centre allocation in the CEO’s office
- Administration of the company’s Trusts: meeting scheduling and liaison with trustees and directors. (Under supervision by the GM: Corporate Affairs)
- Preparation for the CEO’s external meeting: ensure that the CEO is prepared by collating preparatory notes (briefs) from relevant PICs.
- Provide a planned electronic schedule of the CEO’s activities.
- Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
- Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
- Manage the Clerk: Executive Support functions
- Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
- Replenish office materials such as printer supplies, paper, office supplies, etc.
- Provide event management support as requested.
- Provide hospitality to all guests and help to create a welcoming environment.
- Answer main phone line and respond to inquiries.
- Process and distribute daily mail.
- Invest in building long-lasting relationships both externally and internally.
- Other projects/duties as assigned for the overall benefit of the organization.

**QUALIFICATIONS AND EXPERIENCE**:

- NQF Level 5 (240 credits on level 8 framework) relevant qualification.
- SAP proficiency and knowledge is essential.
- Minimum of 3 years relevant experience at executive level.
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- Significant executive support experience, including supporting C-level executives.
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume o

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