Executive Assistant: Chief Executive Officer

**PURPOSE**:
An Executive Assistant to the CEO plays a key role in helping a business run smoothly. An Executive Assistant is a highly organized personal assistant to perform personalized administrative duties for the CEO. They are responsible for scheduling meetings, taking notes, and handling correspondence on behalf of CEO & COO. They may also be required to make travel arrangements and assist with other duties when required.

**Diary & Meeting Maintenance**
- Manages diary, including prioritizing and scheduling meetings and ensuring that participants are informed of changes and included but is not limited to:

- Meeting room bookings and set up.
- Ensure information required for meetings is available for all parties attending.
- Blocking off time prior to Committee or Board Meetings, ensuring the CEO is prepared.
- Deadlines to be put in the CEO’s diary.
- Personal diary of the CEO to be taken into consideration.
- Coordinate and handle any catering.
- Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives needs if necessary.
- Provide input into formulation of departmental budgets.
- Distribute promptly upon receipt to the relevant person or department and follow up on the matter to ensure that it has been attended to.
- Segregate important matters for immediate attention and bring to the CEO if necessary.
- Research,2121 priorities and follows up on incoming issues addressed to the CEO, including those of a sensitive and confidential nature.

**Travel Arrangements**
- Arrange travel for the Chief Executive Officer, to include itineraries and agendas as well as compiling documents for travel-related meetings.
- Including and not limited to flights, car hire and accommodation.
- Ensure that the airline online check-in is done timeously and secure preferred seating requirements.
- Diarise all travel arrangements with the relevant reservation numbers and contact information in the CEOs diary for ease of reference, include travel time to and from airport etc.
- Prepare relevant travel documents for finance and submit timeously.

**General Support**
- Ad hoc typing requirements for the Chief Executive Officer as well as the departmental typing.
- Take minutes for meetings involving the various departments.
- Ensure a meticulous filing system is kept and maintained for personal and business files.
- Plans, coordinates and ensures the CEOs schedule is followed and respected.
- Provide a gatekeeper role for direct access to the CEOs time and office.
- Run errands requiring use of personal vehicle.

**Report Management**

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- Preparation of draft reports as requested by the Chief Executive Officer.
- Ensure that all relevant submission deadlines are adhered to within the department in order to ensure that the CEO has time to review packs beforehand.
- Timely submission of documentation / reports for the Board, EXCO meetings and other meetings as required.
- Performing excel calculations and spreadsheets for reporting.
- Creation and updating of PowerPoint presentations as required.
- Assist with new projects which will arise in the department.

**Meeting Preparation**
- Arranges meeting on behalf of the Chief Executive Officer and ensures that all the necessary parties are invited and present.
- Compile the meeting packs and ensure they are distributed timeously.
- Make the relevant bookings / reservations for meeting venues.
- Printing packs for the CEO in advance of the meetings to ensure that the CEO is prepared for the meeting.
- Ensure that the CEO is running on time for all his meeting schedules and that the CEO does not run over on allocated meeting time.

**Telephones**
- Take calls directed to the CEO in a professional manner.
- Screen incoming calls:

- Take accurate messages and promptly relay them.
- Redirect them to the relevant department if needed.
- Arrange telephone and conference calls as requested.

**Departmental tasks**
- Assist the CEO in managing the leave in the department.
- Monitoring delegated tasks and their timeous execution.
- Attending fund meetings, taking minutes and ensuring deliverables are met.
- CEO expense management & reconciliations:

- Company credit card.
- Petrol claims & travel expenses.
- Personal expenses for SEB Business.
- Submit to the finance department timeously.

**CEO Personal**
- Take care of personal issues whenever needed.