High-Level Executive Support Specialist

1 week ago

Centurion, Gauteng, South Africa Makhado Consulting Full time
Job Description

We are seeking a highly skilled and experienced High-Level Executive Support Specialist to join our team at Makhado Consulting.

Job Summary:

  • This is a senior-level administrative role that requires exceptional organizational skills, discretion, and the ability to work effectively in a fast-paced environment.

Key Responsibilities:

Administrative Support to the CEO
  • Manage the Executives diary and schedules meetings in line with the CEOS availability.
  • Manage the office in the absence of the Executive.
  • Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division.
  • Provide proper and timeous customer and stakeholder feedback.
  • Coordinate performance management for CEOs direct reports.
  • Coordinate the CEOs Performance Assessment by compiling POE in consultation with internal stakeholders.
Meeting Coordination and Hosting Secretarial Support to Executive and Management Committees
  • Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings.
  • Drafts meeting agendas and ensures the timeous distribution of meeting packs.
  • Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly.
  • Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings.
  • Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines.
  • Organising the requisite refreshments/catering for meetings, where necessary.
Office Support
  • Managing the CEOs inbox, screening all correspondence and actioning them where appropriate and where relevant. Ensures that the CEO actions the items that need his attention timeously and providing reminders.
  • Co-ordinate all correspondence to be submitted to and from the office of the CEO.
  • Answering and screening telephone calls and where applicable, forwarding these to the relevant employees for actioning.
  • Accurate record keeping and filing of all documents.
  • Ensuring that classified and confidential documents are kept safely.
  • Typing and quality control of official correspondence, including letters, memorandums, PowerPoint presentations and general correspondence for internal and external purposes.
  • Coordinates logistical arrangements for the Executive in line with procurement processes.
  • Develop a database of contacts and update same regularly to ensure current information.
  • Management of payments from the office including creation of requisitions and budgeting.
  • Professional reception of the executives visitors and all ancillary.
  • Ad hoc duties and assignments as required by the Chief Executive Officer.
Travel Arrangements
  • Manage the CEOs (or any other team members) international and domestic travelling arrangements, including passport application, flights, accommodation, car hire/shuttle services, itinerary and where applicable visa applications, and so forth.
  • Assist with the processing and submission of travel claims upon the Executives return.
  • Administer subsistence and travelling claims for the CEO.
Stakeholder Management
  • Act as the point of contact among executives, employees, clients, and other external partners.
  • Coordinate the functions compliance and annual submissions e.g., Declarations of Interest, requests from auditors, performance agreements and assessments, APP reports, and so forth.

Requirements:

  • A minimum of 5 years of experience in an executive support role.
  • A relevant Administration or Secretarial qualification.
  • Excellent communication and interpersonal skills.
  • Ability to work under pressure and maintain confidentiality.
  • Strong organisational and time management skills.
  • Proficient in Microsoft Office Suite.
  • Familiarity with corporate governance principles.
  • Knowledge and experience related to Board submissions.
  • Willingness to work after hours and on weekends.

Estimated Salary: R650,000 - R850,000 per annum, depending on experience.

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