Executive Assistant

2 weeks ago

Centurion, South Africa Land Bank Careers Full time

**Job Advert Summary**:
To provide professional secretarial and office support/administration services including diary management to the office of Chief Executive Officer (CEO). Facilitate operational efficiency and assist the CEO to achieve strategic objectives. To manage the administrative requirements of the office of the CEO and assist with scheduling, planning and coordinating all Divisional activities

**Key Performance Areas**:
**Secretarial Support**
- Organise CEO diary, avoiding conflicts
- Manage CEO Calls
- Co-ordinate and arrange CEO business trips and Ensures that all visas, travel documents, itineraries, immunisations, foreign exchange and other regulatory requirements are met and according to policy
- Ensures all correspondence is typed and where appropriate drafted and approved by CEO or dispatched independently

**Stakeholder and Meeting Management**
- Co-ordinate internal and external meeting requests:

- Liaise with Government departments i.e. National Treasury/DAFF/DRDLR, Board members, International affiliates such as World Economic Forum, IMF, SADC and DFI’s.
- Manage complex executive calendars
- Prepare meeting documentation and background information for the CEO prior to the meetings
- Ensures minutes are taken, including EXCO minutes, typed and distributed within 5 days of meeting
- Ensure that all information/research that needs to be carried out for the meetings is compiled and complete.
- Design reminder systems for meetings and remind CEO in time of meetings.
- Monitor the decision tracking tool, distribute a summary of decisions made and actions required and ensure that actions are taken as agreed
- Facilitate CEO Visitors arrangements

**Scheduling, Planning and Coordinating Divisional Activities**
- Develop and manage relationships with other Divisions for timeous collection of information, management of projects and collation of accurate reports
- Distribute correspondence in and out from the office of the CEO
- Management, monitoring and updating of Divisional risk register to ensure business continuity in support of the Business Coordinator / Manager where applicable

**Administration of Correspondence and Documentation**
- Register on receipt of hard copy documents and distribute accordingly
- Ensures all documentation is kept in a safe and secure environment and that archives are indexed
- Maintain files, records and document retention and destruction in the CEO office
- Provide documentation to requestors in accordance with the document management policy and procedure when requested
- Manage records of declaration of interest, leave and gift registers

**Facilitate Events**
- Facilitate event Management from receipt of request, assessing relevance and objectives to determine appropriate event concept.
- Secure the appropriate resources in accordance with the nature of the intervention including, Venue, Accommodation, Transport, Facilitator, Dietary requirements, Refreshments, Equipment, and event material.
- Evaluate the intervention to ensure that the quality management objectives are achieved

**Research**
- Research information as required by CEO using variety of sources
- Develop presentations for the CEO based on research conducted

**Performance Administration**
- Ensure performance agreements are signed for all direct reports within stipulated time frames
- Schedule coaching and performance review dates for the year in advance
- Prepare file for each of the Executive Managers
- Ensure all relevant evidence / means of verification is included in files
- Follow up with Executive Managers where necessary

**Budget Monitoring**
- Monitors expenditure against budget
- Track department expenses and report variances to the CEO
- Support the Division in co-coordinating expenses
- Keeps a register of payments made
- Process invoice payments on the SAP systems

**Preferred Minimum Education and Experience**:

- Post matric qualification / Diploma in Office administration or Secretarial

**Critical Competencies**:

- Policies and Procedures
- Document Management
- Legislation
- Microsoft Office
- Project Co-ordination

**Additional Requirements**:

- Required to be flexible with working hours
- Extended hours as and when required
- Travel as and when required

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