Executive Assistant to the CEO

The Legends Agency; Cape Town; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An established, forward-thinking organization is looking for a highly skilled Executive Assistant to the CEO. This pivotal role involves providing comprehensive administrative and secretarial support, managing travel, insurance, and imports, while also planning events. The ideal candidate will have a strong background in executive support, excellent organizational skills, and the ability to maintain confidentiality. This dynamic position offers an exciting opportunity to contribute to executive-level operations in a fast-paced environment, where your proactive approach and attention to detail will be highly valued.

Qualifications

• 5+ years in a senior executive support role required.
• Proficient in Microsoft Office and communication in English and Afrikaans.

Responsibilities

• Manage travel arrangements and purchasing processes.
• Coordinate communication between CEO and stakeholders.
• Oversee vehicle insurance and corporate policies.

Skills

Administrative Skills

Organizational Skills

Microsoft Office Suite

Effective Communication

Import Procedures

Emotional Intelligence

Problem-Solving

Education

Matric (Grade 12)

Diploma in Legal Secretarial or similar

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

• Planned and executed 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