Executive Personal Assistant to Retail CEO

6 days ago

Southern Suburbs, South Africa Homechoice Full time

HomeChoice is a leading omni-channel retailer, delighting our customers with an innovative range of curated products on personalised terms. Our Aim is to provide multiple, convenient and easy retail shopping experiences which guarantee our customers’ expectations are met and exceeded.

**Here’s what you can expect to be doing in the role**:
Management of annual calendars
- In alignment with the Group CEO’s PA, ensure that all the critical meetings are set up correctly for the year ahead in the annual calendar and updated when necessary
- Ensure that the monthly senior management meetings are diarised

Manage mail, calendar, and contact list
- Schedule appointments and maintain a daily calendar, taking responsibility for managing changes, actions, and reminders and act as a ‘gatekeeper’
- Compile internal communication, high-level reports, business presentations, agendas, letters, and responses - effectively managing all mail and correspondence on behalf of the CEO
- Manage and maintain all contact lists (private and business)

Manage diary and coordinate meetings
- Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and reports are available before every meeting
- Co-ordinate all meeting requests and confirmations of attendees
- Take responsibility for arranging and coordinating all logistic requirements, including catering and taking minutes
- Attend to any outstanding actions resulting from meetings arranged and/or attended
- Assist the CEO and directors in the preparation of presentations and/or the gathering of information required

Conferences
- With the CEO, determine best dates and arrange placeholders in directors’ calendars
- Liaise with venues and negotiate best price, visit the venue prior to the event
- Compile detailed itinerary/directions for the attendees
- Compile all documents and packs for these meetings/gatherings. Liaise with company PA’s to ensure that all attendees have the correct documentation
- Attend the conference and ensure that the day’s events occur correctly/timeously
- Ensure all service provider quotes/invoices are correct and payments are made timeously and in line with agreed deadlines to conclude a successful event(s)

Travel coordination
- Make all travel, flight, accommodation, and transport arrangements for any private and business trips taken by the CEO
- Liaise with external travel agents for both local and international travel
- Liaise directly with hotels and airlines where possible
- Ensure all travel-related invoices are correct and payments are made timeously and in line with agreed deadlines

CEO projects (if and when arises)
- Coordinate all internal meetings and feedback sessions from work stream leaders and take responsibility for arranging and organising all logistic requirements needed for these meetings/sessions
- Attend to any outstanding actions resulting from previous meetings
- Assist project sponsor and project managers (internal and external) in the preparation of presentations and the gathering of information required for meetings
- Arrange payment on AX with the relevant invoices
- Maintain a contact list of project contacts, advisors and work stream leaders
- Keep record of all documents and communication relating to the project for efficient retrieval and response
- Assist with any other logístical and administrative duties the CEO requires on any project that arises from time to time

Provide assistance on personal matters
- Arrange daily lunches for CEO, as well as attend to any personal catering requirements
- Source venues for and assist with traveling arrangements and requirements for holidays
- Ensure medical aid claims are submitted, process gap cover when necessary
- Ensure that personal appointments are in the diary with advance reminders and travel time blocked out
- Attend to any private requests required by the CEO

General office management
- Ensure all CEO files are maintained and all-important documents are appropriately filed and referenced
- Establish and maintain good relationships with all staff, management, directors, investors, suppliers, contractors, and other professionals
- Manage leave for CEO and their direct reports
- Arrange farewell parties, donations, gifts, and catering thereof
- Order stationery and manage office equipment
- Ensure that all documents for signature by the CEO are administered and timeously presented for signing
- Collate, print, and monitor monthly reports ensuring they are received by the due date and in time for the CEO to review prior to monthly KPA meetings
- Set up bi-annual KPA reviews with CEO & direct reports
- Process and prepare all payment requests, administrating company credit card, CEO expense claims, and other payments
- Be responsible for the onboarding of new directors, confirming software, office space, and enabling additional requirements on request

Attend to ad-hoc activities
- Attend to any other ad-hoc activities required by

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