Senior Executive Assistant/office Manager to Exec

**Job Number**
- 66615**Job Type**
- Permanent**Job Title**
- Senior Executive Assistant/Office Manager to Exec Chairman**Computer Skills**
- Advanced Ms Excel,MS Outlook**Industry**
- Mining**City**
- Johannesburg (Incl. Northern Suburbs)**Province**
- Gauteng**Tasks**:

- Serving as chief collaborator for the Executive Office- Being the sole liaison across disparate office teams during the development and execution of companywide initiatives, policies, and processes- Facilitating and leading new business initiatives and strategic projects- Consulting to improve operations and workflows for entire departments- Performing a variety of strategic Human Resource functions related to employee hiring, retention, and policy development- Determining how to best use company resources and looking for cost savings- Keeping company stakeholders informed on key updates and developments- Managing and guiding the entire administrative support team and often other teams as well- Setting goals for individual teams- Overseeing all things related to daily operations- Pursuing business development opportunities- Maintaining key external strategic business relationships- Serving at second-in-command to the Executive Chairman and taking on a myriad of responsibilities within that capacity**Responsibilities**:
- Gateway:
- Reading, monitoring, prioritizing and responding to electronic mails in multiple inboxes, screening of telephonic calls (4 electronic inboxes)- Extremely busy electronic calendar management, working a year / two / three in advance- Office Administration:
- Office maintenance coordination (carpet cleaning, repairs, servicing)- Record keeping - staff related in terms of leave taking, uniform orders, mobile phone claims, travel claims- Stock management - stock take and management of uniforms, business cards, personal hygiene products and stationery for the office and home offices. Sourcing and procurement of international items not locally available.- Acceptance of gifts that arrived by mail or personally delivered. Maintaining a gift register- Safe keeping and filing of extremely important documentation and files- Ensuring that the Executive Chairman Drive is always kept up to date (document sharing drive)- Liaison:
- Keeping drivers, security, IT, housekeeping and chefs informed of movements and daily requirements and needs- Consolidation and preparation discussions with CEO’s and Secretarial services to establish the best possible dates for EXCO, Growth, Board, Nomination, Audit and Risk, Annual Results and Year-End Functions for all companies- Deadlines:
- Adherence to strict deadlines i.e., invitation to events, decisions to be taken, evaluation and performance reports for Board of Directors, payments- Finance:
- Signing off and approving all invoices submitted to the office from all suppliers that provide a service to the Executive Chairman- Reconciliation and submission of all gratuity payments / monetary gifts (tips) given to pilots, drivers and airhostesses- Consolidation and submission of credit card statements- Project and Function Coordination:
- Private functions including Valentines, Mother’s Day, Birthdays etc- International events organisation in collaboration with other companies- Daily interaction with the Executive Chairman:
- Meal orders if requested- Discussion of the top 10 items that needs urgent attention- Arranging, scheduling and diarizing important meetings - local and international, personal and business- IT function:
- Logging onto the Executive Chairman’s laptops remotely to connect him to virtual meetings and virtual conferences- Travel arrangements: International and Local arrangements- Accommodation - 5-star hotels- Meal orders for private charters- Transport - Private charters, chauffeur services, yachts- Foreign exchange - all denominations, ordering, submission and approval- Visas and Exemption letters for all countries arranged via Sub-Contractor and directly with Ambassadors and Embassy- Multiple Passports - including official passport- Travel itineraries and commitments including all supporting documentation- Weather reporting- Coordinating security, butlers, drivers, protocol officers and handlers- Typing:
- Personal correspondence- Consolidation and preparation of all documents relating to all meetings including EXCO’s, Committees and Boards- Presentation formatting when necessary- Minute taking where needed- Drafting of legal documents and trust deeds- Capturing of Board evaluations- General correspondence- Personal correspondence requested by the Executive Chairman-
- Round Robin Resolutions- Press releases and media statements-
**Inherent Requirements**
- NON-NEGOTIABLE REQUIREMENTs:
- One or two degrees- 10-15 plus years Executive Assistance experience at C-Suite Level- High EQ and resilience- SKILLS AND COMPETENCIES:
- Typing / Dicta-typing: 60 Words per minute- Legal documents, general correspondence, media statements, press releases, personal correspondence,