Executive Assistant to CEO

3 weeks ago

Pretoria, South Africa Mshindi Consulting Full time

Executive Assistant to CFO

ROLE OVERVIEW:
To provide professional secretarial and office support/administration services including diary management to the office of Chief Executive Officer (CEO) / Chief Financial Officer (CFO) / Managing Director (MD). Facilitate operational efficiency and assist the CEO / CFO / MD to achieve strategic objectives. To manage the administrative requirements of the office of the CEO /CFO and assist with scheduling, planning and coordinating all Divisional activities

**Qualifications**:
Post matric qualification / Diploma in Office administration or Secretarial or BCom degree.
- 3-5 years experience as a Personal Assistant for an Executive Manager / CEO / CFO /

MD
- 1-2 years experience as Personal Assistant
- Has worked in a public entity

CRITICAL COMPETENCIES
Policies and Procedures
- Document Management

Legislation
- Microsoft Office

Project Co-ordination
KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS **Secretarial Support**

Organise CEO / CFO / MD diary, schedule appointments and ensure there are no conflicting appointments in the diary

Telephone response — receive telephone calls, organise and prioritise calls, re-route or assist callers

Co-ordinate and arrange CEO / CFO/ MD's business trips and ensure itinerary is made available to CEO / CFO / MD prior to trips

Ensures all correspondence is typed and where appropriate drafted and approved by CEO / CFO / MD or dispatched independently
- Stakeholder and Meeting Management

Co-ordinate internal and external meeting requests
- Receive visitors for the CEO/ CFO MD

3. Scheduling, Planning and Coordinating Divisional ActivitiesDevelop and manage relationships with other DivisionsLiaise with other Divisions, collects information from Division's Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due datesDistribute correspondence in and out from the office of the CEO / CFO / MD
- Co-ordinate / Manage Divisional special projects
- 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
- Creates and maintains an effective filling system

Ensures accurate record keeping and relevant database input
- Facilitate Events

Receive a request for the facilitation of a conference or strategic session; or

A conference or strategic session is arranged in accordance with the annual schedule

Filter requests for engagements and determine relevance for referral to the CEO / CFO
6. Research
e Research information as required by CEO / CFO / MD using variety of sources
- Develop presentations for the CEO / CFO / MD based on research conducted
- Perform any other research tasks as may be required by the manager

Assist the CEO / CFO / MD with special projects as and when they arise
- 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
- Budget Monitoring

Monitors expenditure against budget

Track department expenses and report variances to the CEO / CFO

Support the Division in co-coordinating expenses

Location: Pretoria,

Nature of work: (Permanent)

Remuneration package: R 451 586.00 & Negotiable
- Programming languages, Technologies, and
- Curriculum Vitae (CV)
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED. IF YOU HAVE NOT HEARD FROM US IN 4 WEEKS, CONSIDER YOUR APPLICATION UNSUCCESSFUL

**Salary**: R451,586.00 per year

Application Question(s):

- Have you worked in a public entity?

Ability to Commute:

- Pretoria, Gauteng (preferred)

Ability to Relocate:

- Pretoria, Gauteng: Relocate before starting work (preferred)

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