Executive Assistant, Cape Town

Primary Purpose of the Job:

The Personal Assistant is required to provide extensive support inclusive but not limited to admin, secretarial and functional support to the C Suite Executives (CEO, CFO and COO).  The individual will be responsible for the day-to-day operational running of the Offices of the C Suite Executives.

Main Duties and Responsibilities:

General C Suite Office Management:

-To support the C Suite Executives by providing professional and confidential administrative & secretarial services
- Initiate, establish, implement, maintain and monitor administration systems and procedures for the C Suite Executives
- Act as a gate keeper to the C Suite Executives and ensure adequate resolution of general queries or issues
- Manage and maintain Executive schedules, including scheduling of meetings, conferences, making of appointments and effective diary management
- Manage leave for Executives and direct reports
- Process and prepare all payment requests, administer company credit card, expense claims and other payments
- Responsible for national travel coordination function.
- Maintenance and coordination of partner personnel files and partner appointment process
- Attend to any other ad-hoc activities required by the Executives

Communication Management:

- Build and maintain mutually beneficial relationships with internal and external stakeholders
- Undertake research and prepare monthly reports, presentations, corporate submissions and other correspondence for Executives
- Prioritise correspondence (emails, letters, memoranda and documents) and present to Executives each day for signature (where required)
- Maintain awareness of all issues being handled by the Executives in order to understand priorities and enable quick responses
- Discuss the work schedule daily to check priorities, ensure that Execs are aware of appointments for the day and schedule/reschedule according to changes that may occur
- Screen calls and emails, respond to basic enquiries and attend to meeting requests 
- Ensure that correspondence is timeously dealt with 
- Coordinate and provide the following support to Executives:
- taking of minutes
- preparing presentations
- collation of reports
- drafting memorandums


EXCO:

- Coordinate all internal meetings and feedback sessions from work stream leaders
- Take responsibility for arranging and organising all logistic requirements for these meetings/sessions
- Attend to any outstanding actions resulting from meetings arranged and/or attended
- Exchange and obtain information for senior management and external clients/suppliers
- Track and compile inputs, comments and decisions received after meetings
- Project coordinator for activities and actions resulting from EXCO meetings
- Ensure all the actions from previous EXCO meeting are communicated to all and progress on/ completion of deliverables is followed up and documented
- Facilitate the creation and distribution of the EXCO Agenda and supporting documents
- Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings

Board meetings:


- Take full responsibility for arranging and coordinating the logistics for these meetings
- Manage all travel, flights, accommodation, venue and transport arrangements
- Liaise with external travel agents for both local and international travel
- Compile detailed itinerary for Executives
- Compile all board/information/investor packs for these meetings. 

Executive Record Keeping:
- Maintenance of the executive personnel records including initiation, amendments and conclusion