Executive Assistant : Chief Executive Officer

Salt Employee Benefits; Johannesburg; On-site; ZAR 750 000 - 1 000 000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support the CEO. This pivotal role involves managing the CEO's schedule, coordinating meetings, and handling correspondence efficiently. The successful candidate will also arrange travel, prepare reports, and provide general administrative support, ensuring that the CEO's time is optimized. If you thrive in a dynamic environment and possess exceptional organizational skills, this is an exciting opportunity to make a significant impact in a fast-paced setting.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong proficiency in managing schedules and correspondence.

Responsibilities

• Manage the CEO's diary, scheduling meetings and prioritizing tasks.
• Arrange travel logistics and prepare relevant documentation.
• Take minutes and assist with departmental tasks as needed.

Skills

Organizational Skills

Communication Skills

Time Management

Attention to Detail

Problem Solving

Education

High School Diploma

Bachelor's Degree in Business Administration

Tools

Microsoft Office Suite

Excel

PowerPoint

Job description

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. Responsibilities include:

1. Meeting room bookings and setup.
2. Ensuring information required for meetings is available for all parties attending.
3. Blocking off time prior to Committee or Board Meetings, ensuring the CEO is prepared.
4. Maintaining deadlines in the CEO's diary.
5. Considering the personal diary of the CEO.
6. Coordinating and handling any catering.
7. Monitoring relevant expenses against the annual budget for division and/or events.
8. Providing input into the formulation of departmental budgets.

Email Maintenance

Formulate responses to emails on the CEO's behalf where appropriate. Responsibilities include:

1. Distributing emails promptly upon receipt to the relevant person or department and following up.
2. Segregating important matters for immediate attention and bringing them to the CEO if necessary.
3. Monitoring emails for actions required and keeping the CEO fully informed.
4. Researching, prioritizing, and following up on incoming issues addressed to the CEO.
5. Opening, reviewing, and categorizing all incoming email in a timely manner.

Travel Arrangements

Arrange travel for the Chief Executive Officer, including:

1. Itineraries and agendas.
2. Compiling documents for travel-related meetings.
3. Flights, car hire, and accommodation.
4. Ensuring timely online check-in and preferred seating requirements.
5. Diarizing all travel arrangements with relevant reservation numbers.
6. Preparing relevant travel documents for finance and submitting them timeously.

General Support

Provide support including:

1. Ad hoc typing for the Chief Executive Officer and departmental typing.
2. Taking minutes for meetings involving various departments.
3. Maintaining a meticulous filing system for personal and business files.
4. Planning, coordinating, and ensuring the CEO's schedule is followed and respected.
5. Providing a gatekeeper role for direct access to the CEO's time and office.
6. Running errands requiring use of a personal vehicle.

Report Management

Preparation of draft reports as requested by the Chief Executive Officer. Responsibilities include:

1. Ensuring all relevant submission deadlines are adhered to.
2. Timely submission of documentation/reports for the Board, EXCO meetings, and other meetings as required.
3. Performing Excel calculations and spreadsheets for reporting.
4. Creation and updating of PowerPoint presentations as required.
5. Assisting with new projects that arise in the department.

Meeting Preparation

Arranging meetings on behalf of the Chief Executive Officer, ensuring:

1. All necessary parties are invited and present.
2. Meeting packs are compiled and distributed timeously.
3. Relevant bookings/reservations for meeting venues are made.
4. Printing packs for the CEO in advance of meetings.
5. Ensuring the CEO runs on time for all meeting schedules.

Telephones

Take calls directed to the CEO in a professional manner. Responsibilities include:

1. Screening incoming calls and taking accurate messages.
2. Redirecting calls to the relevant department if needed.
3. Arranging telephone and conference calls as requested.

Departmental Tasks

Assist the CEO in managing departmental tasks, including:

1. Monitoring delegated tasks and their timely execution.
2. Attending fund meetings, taking minutes, and ensuring deliverables are met.
3. CEO expense management and reconciliations (company credit card, petrol claims, travel expenses, and personal expenses for SEB Business).
4. Submitting expenses to the finance department timeously.

CEO Personal

Take care of personal issues whenever needed.