Executive Assistant (Cape Town CBD)

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

Requirements

Qualifications

National Diploma Administration and Office Support or other relevant Secretarial/Executive Assistant qualification

Requirements

5+ years' experience as a Personal Assistant working with Executives in a similar organisation

A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives

Technical Competencies:

Advanced MS office (particularly Excel and PowerPoint )

Database Management

Record keeping

Excellent written and verbal communication skills

Ability to prioritise and work under pressure

Problem solving and analytical thinking skills

Highly organised, detail oriented and able to multi task

A team player with well developed interpersonal skills

BDO Core Competencies:

Relationships and Collaboration

Exceptional Client Service

Business Growth

Engaging people

Inclusive Agile Leadership

Quality, Risk management and Operational transformation