Executive Assistant to CEO

**Position**: Personal Assistant to CEO

**Reports To**: CEO

**Primary Location**: South Africa, Remote Role

**Duration**: Ongoing contract with 3-month probation

**Job Objective**: Protect the CEO’s time by helping to coordinate schedule, travel, communications, meetings etc as well as helping to bridge personal/business time to promote work/life balance.

**Overview**

Cambridge Mask Co manufactures and distributes a leading range of consumer-focused masks. To date the business has helped over 1 million people globally get a mask they can trust to get outside and enjoy life without worrying about what they breathe. Use cases cover a broad range, including COVID protection, wild fire smoke, urban smog or protection from respiratory disease, hay fever, chemotherapy, COPD, asthma etc.

The global team works remotely in USA, UK, South Africa and Indonesia with the CEO based in Jersey since 2020.

Additionally the role will focus on ensuring administrative / company secretarial work around the range of Directorships the CEO holds in Hong Kong, USA, Jersey, BVI and UK. You would help to prepare agendas the Board meetings and take minutes/actions when they are held, as well as ensure FATCA, economic substance and other regulatory paperwork is completed when required. This can be taught if you do not have experience of doing it yet. We would expect you to work remotely.

**Key Responsibilities**:

- Acting as a first point of contact for people trying to reach the CEO and acting as a ‘gatekeeper’ for internal and external communications/interactions. We aim for the CEO to be accessible to every level of the team, but this has to be balanced with a need to protect his time
- Help to file and record signed contracts / agreements properly for future reference. Ensure copies of these are shared with the General Counsel (Lawyer) where needed
- Keep very careful track of CEO’s time spent in the UK and number of hours worked each day for tax records. This will be critical information in future years and must be very thoroughly recorded and filed with evidence.
- Ensure regulatory and compliance paperwork is completed and returned in good order as required. This would include FATCA declarations, economic substance forms and other government paperwork
- Support the CEO and Finance Team to manage the timely return of physical documents for the Hong Kong tax department, including personal and company tax returns
- Capture and manage a rapidly evolving ‘to do’ list on both personal and professional matters and suggest a system to best manage priority and execution
- Help to shield the CEO’s time to ensure enough capacity for key strategic planning rather than constantly ‘fire-fighting’ day to day issues.
- Help to book flights / hotels / transfers etc for travel to UK and Asia. UK trips are 2-3 per month with long-haul 1-2 times per quarter.
- Take minutes of key meetings e.g. Board of Directors, and circulate actions/minutes as needed
- Help to organize monthly expense claims from the business and make debit card payments for minor spending with the company card
- Help to ensure Christmas gifts are purchased and sent to appropriate stakeholders
- Analyse what the CEO is spending his time on and make suggestions to outsource/delegate or stop doing what is not a core requirement for his time
- Assist with personal administrative tasks such as visas, utilities, holiday bookings etc
- Help to schedule reminders and arrange gifts for birthdays/anniversaries etc
- Help to schedule personal training, doctor, dentist and other appointments as needed
- Assist in other administrative tasks as needed

**Required Experience**:

- 5+ years of assistant experience working with a senior executive
- Proven ability to work remotely
- Strong communication skills - you will be dealing with a lot of English as a second language speakers for internal communications as well as Cambridge University academics and seasoned lawyers at Board level, with associated jargon.
- Ability to multitask and deal with a rapid pace of change as the company adapts
- Ability to take initiative. For example, you should be able to detect when the CEO is reaching the edge of being overloaded and help to ensure workload is broken down into manageable bite-size tasks
- Ability to keep highly sensitive information confidential from others. You will be handling a lot of Board level communications and information on financial matters which are very sensitive to lower tiers of the company. Discretion is a vital element to the work.
- Strong experience of using software to improve efficiency.

**Desired Experience**
- Experience with Microsoft Teams
- Ability to use shorthand to capture meeting minutes desired, but far from essential

**Salary**: R25,000.00 - R35,000.00 per month

COVID-19 considerations:
n/a