Executive Assistant to the CEO

The Legends Agency; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An established organization in Cape Town is seeking a highly skilled Executive Assistant to the CEO. This pivotal role involves comprehensive secretarial and administrative support while managing diverse business functions, including travel arrangements, insurance handling, imports, and event planning. The ideal candidate will have a Diploma related to administrative disciplines and at least 5 years of executive support experience. Proficiency in Microsoft Office and exceptional communication skills in both English and Afrikaans are required. This role is ideal for someone who thrives in dynamic, fast-paced environments.

Qualifications

• Minimum of 5 years relevant experience in a senior executive support role.

Responsibilities

• Manage purchasing authorisation processes from submission to final approval.
• Coordinate all travel arrangements, both local and international.
• Act as the communication conduit between the CEO and stakeholders.
• Oversee the company's vehicle insurance portfolio.
• Plan and execute large-scale internal and external events.

Skills

Strong administrative and organizational skills

Proficient in Microsoft Office Suite

Effective verbal and written communication in English and Afrikaans

Familiarity with import procedures and Forex management

High emotional intelligence and interpersonal sensitivity

Business acumen and sound decision-making ability

Ability to work independently and manage confidential information

Attention to detail and creativity in problem-solving

Education

Matric (Grade 12)

Diploma in Legal Secretarial, Paralegal, or similar administrative discipline

Job description

Introduction

An established, forward-thinking organization is seeking a highly skilled and proactive Executive Assistant to the CEO. This pivotal role demands discretion, initiative, and a keen sense of organization. The successful candidate will provide comprehensive secretarial and administrative support to the CEO while managing diverse business functions, including travel, insurance, imports, and events. This is a unique opportunity to support executive-level operations in a dynamic and fast-paced environment.

Duties & Responsibilities

Administrative Support

• Manage purchasing authorisation processes from submission to final approval.
• Coordinate all travel arrangements, both local and international, including Forex and logistics for trade shows and fairs.
• Support the development and enforcement of company-wide administrative practices.
• Handle ad hoc personal arrangements on behalf of the CEO.

Secretarial Support

• Act as the communication conduit between the CEO and internal / external stakeholders.
• Screen and direct calls, emails, visitors, and correspondence.
• Maintain confidential files, calendars, and access to critical documents and contracts.
• Coordinate and prepare for board and executive meetings, including minute taking and agenda planning.
• Prepare presentations and manage CEO expense claims.

Insurance Management

• Oversee the company's vehicle insurance portfolio, including claims and policy adjustments.
• Manage all corporate insurance policies and marine / transit coverage.

Imports & Forex Management

• Handle payments for imports, verify documentation, and coordinate Forex purchasing.
• Collaborate with Finance on cash flow projections and FEC bookings.
• Reconcile import-related transactions with bank statements bi-weekly.

Event Planning

• Plan and execute large-scale internal and external events, including corporate Indabas.

Self-Development

• Proactively assess personal strengths and areas for development and take initiative to grow professionally.

Desired Experience & Qualification

Education

• Matric (Grade 12)
• Diploma in Legal Secretarial, Paralegal, or similar administrative discipline

Experience

• Minimum of 5 years relevant experience in a senior executive support role

Skills & Competencies

• Strong administrative and organizational skills
• Proficient in Microsoft Office Suite
• Effective verbal and written communication in English and Afrikaans
• Familiarity with import procedures and Forex management
• High emotional intelligence and interpersonal sensitivity
• Business acumen and sound decision-making ability
• Ability to work independently and manage confidential information
• Attention to detail and creativity in problem-solving

Additional Requirements

• Must maintain clear communication lines across all business levels
• Ability to respond promptly and make well-aligned operational decisions
• Responsibility for managing the company's credit card