Executive Assistant - Office of the CEO

SUMMARY:
Executive Assistant - Office of the CEO (6 months contract)

POSITION INFO:

Job Purpose

To effectively assist the CEO and provide administrative support for the smooth and efficient operations of the Office.  The role is about organising and managing all office related responsibilities, handling of calls, enquiries and to support the Chief Executive Officer and other senior managers in the execution of their mandate and responsibilities.

Responsibilities

Shape and influence the operating environment

• Manage relationships with members, associates, vendors, and service providers
• Manage the CEO’s diary and coordinate all his appointments and organise
• Coordinate meetings, conferences and appointments [internal and external]
• Support the CEO with all his meetings and arrange agendas, pre-reads
• Invitations, logistics, and other administrative support
• Participate actively in the planning and execution of all events and activities
• Arrange travel itinerary for the CEO
• Answer and screen telephone calls and refer to other members of the team
• Provide general support to other member of the EXCO and to visitors
• Perform all other administrative functions as delegated by the CEO

Optimise the stock of knowledge

• Responsible for managing and organising office services, operations and procedures
• Ensure that correspondence is properly controlled, filing systems are designed, and that clerical functions are correctly assigned and monitored
• Ensure security, integrity and confidentiality of data and safeguard all other organisational records
• Handle all member inquiries and complaints through a designated email address

Resource for success

• Provide administrative support in organising CEO Council Meetings, Annual General Meetings and Committee meetings
• Review and approve office supply acquisitions, buy groceries and update the inventory list regularly
• Organise office operations and be the main point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Contribute and assist in the design and implementation of office policies and procedures
• Coordinate office staff activities to ensure maximum efficiency

Qualifications and Experience

• Matric or a suitable qualification in Office Administration and Management
• 3 - 5 years’ administrative experience in similar roles

Skills and Attributes

• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills
• Proficient in MS Office, computer skills and knowledge of office software packages
• Knowledge of clerical practices and procedures
• Should have a driver’s licence [mobility with own car will be an advantage]

NB! This job is now closed. You can apply for other jobs by uploading your CV.