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Senior Executive Assistant

2 months ago

Johannesburg, Gauteng, South Africa QuickTeam Full time

We are looking for a proficient and dedicated Executive Assistant to deliver extensive administrative support to the CEO of QuickTeam. This position demands outstanding organizational capabilities, superior communication skills, and the capacity to manage a variety of tasks in a dynamic work environment. As the Executive Assistant, your duties will include overseeing the CEO's calendar, coordinating meetings and appointments, managing correspondence, and executing other administrative functions to enhance the CEO's efficiency.

  • Full-time, 40 Hours/Week
  • Fully remote, work from home
  • Salary: ZAR 17,000-25,000/month, based on skills and experience
  • 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: Oversee and prioritize the CEO's email inbox, draft and respond to emails on their behalf, ensuring timely and precise communication with both internal and external parties.
  • Travel Coordination: Arrange all travel logistics 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 Management: 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 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 maintain a systematic approach to record-keeping.
  • Communication Facilitation: 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 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 Tasks: Undertake other tasks and projects as assigned by the CEO, which may include personal errands, event planning, and other ad hoc responsibilities.

Qualifications:

  • 3+ years of 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 independently 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.