Executive Assistant

1 month ago

Cape Town, Western Cape, South Africa The Recruiters Full time
Dynamic Executive Assistant Role

Elevate your career with a dynamic role that offers variety and excitement every day. If you thrive in a fast-paced environment and enjoy being part of a tight-knit team dedicated to driving success, our client is seeking an exceptional Executive Assistant to join their ranks.

In this pivotal position, you'll serve as a key gatekeeper for the CEO and Founder of a leading company. Your role will be instrumental in supporting the Executives with both personal and business-related tasks. Alignment with the company's core values is crucial, as you'll have direct access to the Founder. It's essential that you resonate deeply with their guiding principles:

  • Sincere Candour
  • Unimpeachable Character
  • Competitive Greatness

Our client's Founder is passionately mission-driven, and the administrative team plays a vital role in allowing them to focus on strategic business goals while we handle the details.

Key Responsibilities:
  • Conduct research and make bookings
  • Arrange travel and manage the office
  • Handle a mix of business and personal tasks for the Founder & CEO
  • Manage projects on behalf of the Founder/CEO to ensure the team is held accountable
  • Manage all work in Wrike and help manage the work of others (i.e. hygiene in Wrike and updating task statuses by following up)
  • Assist and communicate with executives in decision-making, program management, and initiative implementation
  • Meeting minutes on all calls Executives host and document project status from these meetings to hold attendees accountable
  • Ensure the Founder's calendar is proactively organised for future weeks. Your job is to ensure maximum productivity within their working hours
  • Manage Wrike board of activities. This gives transparency to the CEO/Founder and effective cross-collaboration within the growing Administrative Team
  • Acknowledge all incoming communication inquiries on behalf of the Founder and CEO, specifically email and inquiries on the website for speaking and events
  • Assist the Founder and/or the CEO in the execution of new projects and objectives within the company. This can range from scheduling meetings to filling out all paperwork to managing appointments and follow-ups to launching a new book or funnel
  • Organise travel and complicated itineraries and collaborate with the Administrative Team
  • Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information for the CEO/Founder as requested
  • Remind the CEO/Founder of important tasks and due dates as well as decisions to be made
  • Research and purchase gifts for both business and personal occasions
  • Assist with personal tasks such as mail organisation, vendor management, deliveries. Order food groceries on a regular basis using relevant apps/ordering sites
  • Assist in organising in-person meetings/events
  • Collaborate and communicate within the Team for transparency
  • Effectively and kindly communicate with team members and/or external stakeholders whilst upholding a high level of professionalism. You are representing the CEO/Founder
  • Effectively think forward/ahead to ensure all details are communicated with appropriate stakeholders
  • Coordinate company cadence management
  • Respond to the CEO/Founder in Slack or WhatsApp within 5 minutes during working hours
  • Assist with workshop tasks, as needed by the Operations team
Requirements:
  • Matric
  • Relevant tertiary qualification or 10 years experience in the same role with Senior Management
  • Full time remote position (Ideal if you live in Cape Town but not a deal breaker)
  • Tools experience for Project Management (Wrike, Asana, Microsoft, or similar)
  • Works well under tight deadlines and pressing situations
  • Ability to adapt to a fast-growing company
  • Proven success with project management
  • High managerial skills
  • Ability to design organisational systems/SOPs on behalf of the Administrative Team
  • Strong communication skills included but were not limited to discretion and confidentiality, adaptability, active listening, precise and articulate, and non-verbal communication
  • Ability to learn software quickly
  • Proficiency in writing emails, memos, reports, and other documents with clarity, precision, and professionalism
  • Able to consistently maintain a positive attitude and reflect the demeanor of the CEO/Founder
  • Ability to maintain accuracy and discretion under pressure
  • Exceptional attention to detail when managing high-level administrative tasks such as coordinating executive schedules, preparing executive presentations, and managing travel logistics
  • The ability to anticipate the CEO/Founder 3-5 steps ahead is key
  • Willing to be on-call, as needed
  • Able to travel as needed (1-2 times a year, if any)
  • Willing to be available outside of 'working hours'

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