Primary Purpose of the Job
BDO South Africa is seeking an experienced and highly professional Executive Assistant to provide comprehensive support to the CEO. The ideal candidate will have a proven track record in executive support, exceptional communication skills, and the ability to manage multiple projects and priorities. This role requires a high level of discretion, professionalism, and the ability to work in a fast-paced environment.
Main Duties and Responsibilities
General CEO Office Management
- To support the CEO by providing professional and confidential administrative & secretarial services.
- Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO.
- Act as a gatekeeper to the CEO and ensure adequate resolution of general queries or issues.
- Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management.
- Manage leave for CEO and direct reports. Process and prepare all payment requests, administer company credit card, expense claims and other payments.
- Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.
- Attend to any other ad-hoc activities required by the CEO.
Communication Management
- Build and maintain mutually beneficial relationships with internal and external stakeholders.
- Screen and prioritise correspondence including emails, letters, memoranda and documents.
- Maintain awareness of all issues being handled by the CEO in order to understand priorities and enable quick responses.
- Discuss the work schedule daily to check priorities, ensure that the CEO is 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 CEO:
- Governance of meetings and taking of minutes.
- Preparing presentations.
- Collation of reports.
- Drafting memorandums.
- Responding and acknowledgement of communication on behalf of the CEO.
EXCO and Board meetings
- Coordinate all internal meetings and feedback sessions from Stakeholders.
- Coordinate all Board, Exco and Partner & Director meetings and events that are specific to the CEO Office.
- 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.
- 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.
- Compile all board/information/investor packs for these meetings.
- Collaboration with internal and external high impact events including or involving the CEO’s office.
Project Coordination
- Assist in the planning and execution of special projects and initiatives led by the CEO.
- Monitor project timelines, deliverables, and progress.
- Coordinate with various departments to ensure alignment and support for project goals.
Qualifications
- Bachelor’s degree in Business Administration, Communications, marketing or a related field.
Experience
- Minimum of 5-7 years of experience in an executive support role within the CEO’s or CFO’s Office, preferably in a corporate environment.
Competencies: Skills, Competencies
Job Skills and Competencies
- Advanced MS office (particularly Excel and PowerPoint).
- Database Management.
- Record keeping.
- Project management Skills.
Behavioural Competencies
- 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 multitask.
- 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.
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