Executive Assistant

Greys Recruitment; Cape Town; On-site; ZAR 800,000; Full time

Job summary

A recruitment firm based in Cape Town is seeking an experienced Executive Assistant to support the CEO. The role involves providing comprehensive administrative support, managing travel arrangements, and overseeing import documentation processes. A suitable candidate will have a diploma in legal secretarial, at least 5 years of experience, and strong communication and problem-solving skills. The position offers a salary of R800 000 CTC.

Qualifications

• Minimum of 5 years of experience required.
• Knowledgeable about import processing and Forex.
• Suitable computer literacy and skills necessary.

Responsibilities

• Provide comprehensive secretarial and administrative support to the CEO.
• Manage travel arrangements and international fairs for the CEO.
• Ensure communication and follow up on assignments and directives.

Skills

Confidentiality

Communication skills

Problem-solving

Attention to detail

Interpersonal skills

Education

Grade 12

Diploma in Legal Secretarial / Paralegal

Job description

Overview

Our client is seeking an experienced Executive Assistant who will be reporting to the CEO.

Job Summary :

Provide or lead a full range of secretarial / administrative support to the Chief Executive Officer (CEO) of the organisation, exercising confidentiality, tact and diplomacy.

Requirements

• Grade 12
• Diploma in Legal Secretarial / Paralegal
• Minimum of 5 years experience.
• Knowledgeable about import processing.

Responsibilities

• Administration Support: Manage the purchasing authorisation process from submission of PORs to handover of signed invoices for payment.
• Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees.
• Arrangement for and management of Forex linked to international travel.
• Adhoc personal bookings and searches for the CEO.
• Act as a support / participant in the development and implementation of administrative standards, policies, and practices for the organisation.
• Secretarial Support: Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follow up on the status of assignments.
• Receive, screen, and direct incoming calls, visitors, mail, and email.
• Maintain files, records, calendars, and diaries.
• Control filing linked to and access to contracts / SLAs for customers, property, property plans, etc.
• Good verbal and written communication skills; ability to act decisively and urgently.
• High level of emotional intelligence and interpersonal skills.
• Ability to establish and develop well-aligned, supportive teams.
• Suitably developed computer literacy and skills.
• Appropriate business acumen and entrepreneurial aptitude.
• Strong problem-solving skills.
• Creativity.
• Exceptional attention to detail.

Imports and EForex Management

• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex.
• In conjunction with Finance, determine cashflow for large purchases, obtain authorisation and book FEC in line with forecasted dates; and,
• Balance transactions with bank statements bi-weekly.

Other Special Requirements

Decision Making

• Maintain standards, practices, policies, and procedures as defined.
• Able to make good business-aligned judgement decisions at an operational level.

Accountability

• Responsible for all activities linked to the position as defined.
• Ensure that a structure for escalation of responsibility is effective.
• Responsible for the company credit card.

Communication

• Maintain the benchmark for transparent, responsive, and open communications within the business and at all levels.
• Ensure an email response within 24 hours.
• Provide guidance telephonically to assist the teams when required within reason.
• Good communication with management and subordinates.

Manage Insurance

• Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims;
• Manage all insurance; and,
• Arrange for marine / transit cover where necessary.

Salary : R800 000 CTC

How to apply

1. Follow the link to our jobseeker’s page - https://measuredability.com/jobs-2/
2. Search for the job title.
3. Click Apply to submit your CV.