Executive Personal Assistant

The Executive Personal Assistant to the CEO is responsible for providing comprehensive support in the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**Duties and Responsibilities**:

- Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate business needs in advance of meetings and conferences
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature
- Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exco team style and organization policy
- Coordinate all meetings and travelling (VISAS and Booking) and assist with staff meetings and events as needed
- Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations, accurate and timeous minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements
- When in the office, pro-actively screen incoming calls, correspondence and respond independently where possible
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Support the flow of information within the group, ensuring that matters requiring their personal attention are handled speedily
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
- Replenish and manage office supplies
- Accurately escalate client complaints and queries to the relevant department
- Ensure records are kept in order and easily accessible
- Collate, compile and distribute documents to the required standards within defined timeframes
- Attend to ad hoc personal matters
- Effectively communicate at all management levels with clients and stakeholders
- Build and maintain relationships with clients and internal and external stakeholders
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
- Make recommendations to improve client service and fair treatment of clients within area of responsibility
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service
- Develop and maintain productive and collaborative working relationships with peers and stakeholders
- Positively influence and participate in change initiatives
- Continuously develop own expertise in terms of professional, industry and legislation knowledge
- Contribute to continuous innovation through the development, sharing and implementation of new ideas
- Take ownership for driving career development
- Control and check expense claims for authorisation
- Identify solutions to enhance cost effectiveness and increase operational efficiency

**Competencies Required**:

- Good verbal and written communication: Preparing Presentations and Proposals [Powerpoint], Responding to Tenders, Compiling Budgets [Excel]
- Organisational skills and the ability to multitask
- The ability to be proactive and take the initiative
- Time management, Project Management and coordination [Trello]
- Discretion and trustworthiness: you will often be party of confidential information

**Experience And Qualifications**:

- Completed Matric
- Qualification in office administration and related preferred
- Expert proficiency with Microsoft Office in particular MS Teams, Word, Excel and Powerpoint and Trello
- Proficiency on project management tools software preferred
- Ability to design and edit graphic presentations preferred
- At least 2 years’ secretarial experience
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and other internal and external stakeholders as well as international cultures
- Exceptional organizational skills and impeccable attention to detail
- At least 2 years exceptional project coordination and planning experience essential
- Previous experience in managing deliverables with a high level of integrity and confidentiality
- Please note that by submitting your personal information to Deka Minas you free-willingly issue the business consent to make use of such data for the specific purpose of securing you either permanent or temporary employment. Our business makes use of a POPIA compliant database and you have the right to access, right t