Executive Assistant to The CEO

6 months ago

Pretoria, South Africa Pakanyo HR Solutions Full time

A Pretoria (Rosslyn) based company is looking to recruit an Executive Assistant who will provides administrative and executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO.

**Roles & Responsibilities**

**1. Board Support and Liaison**
- Serves as the CEO's administrative liaison to the board of directors. Adheres to compliance with applicable rules and regulations regarding board and board committee matters, including coordinating the Board Meeting process and compiling the agenda and advance preparation and timeous distribution of materials before meetings;
- Schedules Board Meeting in conjunction with the Company Secretariat (including special meetings) and attends to changes as required in compliance with the Annual Group Calendar;
- Prepares the Board Pack;
- Consolidates the Board pack from information provided by other departments;
- Attends meeting as scribe and ensures that the minutes and the matters arising are completed within the specified timelines;
- Updates the annual Shareholders compact with the Group Company Secretary.

**2. Executive Support to the CEO**
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Researches, prioritises, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
- Manages external contacts for the CEO, proactively understanding who they are, which priority contacts are and keeping track of periodic communication needed for priority contacts.
- Information management of electronic board pack documentation for legal Compliance purposes;
- Organizes business itineraries for the CEO, and travel and accommodation arrangements for CEO and Board members; and compiles documents for travel-related meetings;
- coordinates with other departments as necessary for speeches and communications for preparation of specific engagements, and maintains and tracks detailed priority list of projects and engagements;
- Completes a broad variety of administrative tasks for the CEO including:

- Managing an extremely active calendar of appointments;
- completing expense reports;
- composing and preparing correspondence and presentations;
- Ensures protocol in receiving and welcoming visitors (clients, Board of Directors (BoD) etc.);
- Assists the CEO with all duties/requests and project packs;
- Develops and maintains relationships with relevant stakeholders;
- CEO events participation coordination and support.
- Accompanies the CEO to external meetings when necessary.
- Risk Management relative to the CEO’s working environment
- Project/Task Risk Mitigation
- Acts as a "barometer," having a sense for the issues taking place in the organisation and keeping the CEO updated.
- Follows up on tasks assigned by the CEO and reports on status.
- Facilitates corrective action as required.
- Provides regular feedback and exception reports to the CEO on matters that are:

- Urgent and critical in nature;
- Monitors project status through actions and feedback from the following meetings:

- CEO 1-on-1’s with Exco
- Management Meetings;
- ECF Meetings;
- Other ad-hoc project related meetings.

**3. MANCO and Exco Liaison**
- Participates as an adjunct member of the Exco and Manco teams and ensures that the minutes and the matters arising are completed within the specified timelines.
- Coordinates the process for developing the MANCO and Exco Meeting agenda
- Schedules MANCO and Exco Meeting (including special meetings) and attends to changes as required
- Provides for venue, refreshments and the like
- Prepares and distributes the MANCO/Exco Pack, and ensures all relevant information is available
- Attends meeting as scribe
- Follows up on action items.

**4. General Administration**
- Prepares reports, and other documents;
- Prepares responses to correspondence containing routine inquiries;
- Reads and analyzes incoming memos, submissions and reports to determine their significance and plans their distribution;
- Develops and maintains constructive and cooperative working relationships with others;
- Management of documents for approval;
- Schedules and coordinates the Centre Meeting (including taking minutes) and attends to changes as required
- Manages department records and archiving, including corporate governance documents.

**REQUIREMENT**
- 8-10 years at executive level
- Grade 12; Secretarial Diploma and/or Diploma in Business Administration;
- Project Management Certificate,
- Working Knowledge of Company Secretariat Se

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