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Executive Assistant

1 month ago

Johannesburg, Gauteng, South Africa QuickTeam Full time
Job Title: Executive Assistant

We are seeking a highly skilled and experienced Executive Assistant to provide comprehensive administrative support to our CEO. This role requires exceptional organizational skills, excellent communication skills, and the ability to handle a diverse set of responsibilities in a fast-paced environment.

Key Responsibilities:
  • Calendar Management: Efficiently manage the CEO's complex and ever-changing schedule, including organizing meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively resolve them.
  • Email and Correspondence: Monitor and prioritize the CEO's email inbox, draft and respond to emails on their behalf, and ensure timely and accurate communication with internal and external stakeholders.
  • Travel Arrangements: Arrange all travel logistics for the CEO, including flights, accommodations, transportation, and itinerary planning. Coordinate with travel agencies, manage visas and travel documents, and provide necessary information and support during trips.
  • Meeting Coordination: Prepare meeting agendas, coordinate logistics, and ensure all necessary materials are prepared and distributed in advance. Take minutes, track action items, and follow up on outstanding tasks to ensure efficient meeting outcomes.
  • Confidentiality and Discretion: Handle sensitive and confidential information with the highest level of integrity and discretion. Maintain confidentiality in all matters related to the CEO, the organization, and business operations.
  • Documentation and Filing: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval and efficient organization. Develop and maintain a systematic approach to record-keeping.
  • Communication Liaison: Act as a liaison between the CEO and internal and external stakeholders, including employees, clients, partners, and investors. Handle incoming inquiries, screen phone calls, and provide accurate information or redirect them to the appropriate person.
  • Research and Analysis: Conduct research, gather data, and prepare reports, presentations, and briefing materials for the CEO. Provide insightful analysis and recommendations based on findings to support decision-making processes.
  • Miscellaneous Tasks: Undertake additional tasks and projects as assigned by the CEO, which may include personal errands, event planning, and other ad hoc responsibilities.
Requirements:
  • 3+ years experience as an Executive Assistant
  • Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
  • Excellent verbal and written communication skills.
  • Ability to work autonomously and take initiative in a fast-paced environment.
  • Flexibility and adaptability to accommodate changing priorities and deadlines.
  • Discretion and professionalism in handling sensitive information.
  • Strong problem-solving and decision-making abilities.
  • A proactive and positive mindset with a willingness to learn and grow.
  • Comfortable working U.S. Operating hours