Executive Assistant

Greys Recruitment; Cape Town; On-site; ZAR 250,000 - 350,000; Full time

Job summary

A leading company is looking for a skilled Executive Assistant to provide comprehensive support to the CEO. The candidate will manage travel, oversee import processes, and ensure effective communication within the organization. Strong communication skills and a diploma in Legal Secretarial or Paralegal are essential for this position.

Qualifications

• Minimum of 5 years experience required.
• Knowledgeable about import processing necessary.

Responsibilities

• Manage travel arrangements for the CEO.
• Handle ad hoc personal bookings for the CEO.
• Support the development of administrative standards.

Skills

Communication skills

Emotional intelligence

Problem-solving skills

Attention to detail

Education

Grade 12

Diploma in Legal Secretarial / Paralegal

Job description

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

Job Summary

Provide or lead a full range of secretarial / administrative support to the Chief Executive Officer (CEO) of the organization, 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 authorization process from submission of PORs to the handover of signed invoices for payment
• Manage local and international travel arrangements for the CEO, as well as arrangements for trade and other international fairs for all attendees
• Arrange and manage Forex linked to international travel
• Handle ad hoc personal bookings and searches for the CEO
• Support the development and implementation of administrative standards, policies, and practices for the organization

Secretarial Support

• Communicate directives and information from the CEO to executives, managers, and others; follow up on the status of assignments
• Receive, screen, and direct incoming calls, visitors, mail, and emails
• Maintain files, records, calendars, and diaries
• Control filing related to contracts, SLAs, property, and property plans

Skills and Attributes

• 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-supported teams
• Proficient computer literacy and skills
• Business acumen and entrepreneurial aptitude
• Strong problem-solving skills
• Creativity and exceptional attention to detail

Imports and Forex Management

• Manage payment processes for imports, including verifying documentation and purchasing Forex
• Coordinate with Finance to determine cash flow for large purchases, obtain authorization, and book FEC in line with forecasted dates
• Balance transactions with bank statements bi-weekly

Decision Making & Accountability

• Maintain standards, practices, policies, and procedures as defined
• Make good business-aligned judgment decisions at an operational level
• Responsible for all activities linked to the position
• Ensure effective escalation structures
• Manage company credit card

Communication

• Maintain transparent, responsive, and open communication within the business at all levels
• Respond to emails within 24 hours
• Provide telephonic guidance to teams as required

Manage Insurance

• Manage vehicle insurance portfolio, including addition/removal of vehicles and claims management
• Manage all insurance policies and arrange marine/transit cover where necessary

Salary: R

How to apply:

• Follow the link to our jobseeker's page - /
• Search for the job title
• Click Apply to submit your CV

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