Senior Executive Assistant

2 months ago

Johannesburg, Gauteng, South Africa QuickTeam Full time

QuickTeam is looking for a highly capable and experienced Executive Assistant to deliver extensive administrative support to the CEO. This position demands outstanding organizational abilities, exceptional communication skills, and the capacity to manage a variety of tasks in a dynamic environment. As the Executive Assistant, your key responsibilities will include overseeing the CEO's calendar, coordinating meetings and appointments, managing correspondence, and executing other administrative functions to enhance the CEO's efficiency.

  • Employment Type: Full-time, 40 Hours/Week
  • Work Arrangement: Fully remote, work from home
  • Compensation: ZAR 17,000-25,000/month, based on skills and experience
  • Work Hours: Availability to work during EST business hours.

Key Responsibilities:

  • Calendar Oversight: Skillfully manage the CEO's intricate and frequently changing schedule, including organizing meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively address them.
  • Email Management: Monitor and prioritize the CEO's email communications, draft and respond to messages on their behalf, and ensure timely and accurate interactions with both internal and external stakeholders.
  • Travel Coordination: Organize all travel arrangements for the CEO, including flights, accommodations, transportation, and itinerary planning. Collaborate with travel agencies, manage visas and travel documents, and provide necessary support during trips.
  • Meeting Preparation: Develop meeting agendas, coordinate logistics, and ensure all essential materials are prepared and distributed in advance. Take minutes, track action items, and follow up on outstanding tasks to guarantee effective meeting outcomes.
  • Confidentiality Assurance: Handle sensitive and confidential information with the utmost integrity and discretion. Maintain confidentiality in all matters related to the CEO, the organization, and business operations.
  • Documentation Management: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval and efficient organization. Develop and uphold a systematic approach to record-keeping.
  • Communication Facilitation: Serve as a liaison between the CEO and internal and external stakeholders, including employees, clients, partners, and investors. Manage incoming inquiries, screen phone calls, and provide accurate information or redirect them as necessary.
  • Research and Reporting: 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.
  • Additional Responsibilities: Undertake various tasks and projects as assigned by the CEO, which may include personal errands, event planning, and other ad hoc responsibilities.

Qualifications:

  • Minimum of 3 years experience as an Executive Assistant
  • Exceptional organizational and multitasking skills with the ability to prioritize effectively.
  • Excellent verbal and written communication abilities.
  • Capability to work independently and take initiative in a fast-paced setting.
  • Flexibility and adaptability to meet changing priorities and deadlines.
  • Professionalism and discretion in handling sensitive information.
  • Strong problem-solving and decision-making skills.
  • A proactive and positive attitude with a desire to learn and grow.
  • Comfortable working U.S. operating hours.

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