Are you ready to elevate your career with a dynamic role that offers variety and excitement every day? If you thrive in a fast-paced environment and enjoy being part of a tight-knit team dedicated to driving success, our client is seeking an exceptional Executive Assistant to join their ranks.
In this pivotal position, youll serve as a key gatekeeper for the CEO and Founder of a leading company. Your role will be instrumental in supporting the Executives with both personal and business-related tasks. Alignment with the companys core values is crucial, as youll have direct access to the Founder. Its essential that you resonate deeply with their guiding principles:
- Sincere Candour
- Unimpeachable Character
- Competitive Greatness
Our clients Founder is passionately mission-driven, and the administrative team plays a vital role in allowing them to focus on strategic business goals while we handle the details.
As an Executive Assistant, your responsibilities will include (not limited to):
- Conducting research and making bookings
- Arranging travel and managing the office
- Handling a mix of business and personal tasks for the Founder & CEO
- Managing projects on behalf of the Founder/CEO to ensure the team is held accountable.
- Manage all work in Wrike and help manage the work of others (i.e. hygiene in Wrike and updating task statuses by following up)
- Assist and communicate with executives in decision-making, program management, and initiative implementation.
- Meeting minutes on all calls Executives host and document project status from these meetings to hold attendees accountable.
- Ensuring the Founders calendar is proactively organised for future weeks. Your job is to ensure maximum productivity within their working hours.
- Managing Wrike board of activities. This gives transparency to the CEO/ Founder and effective cross-collaboration within the growing Administrative Team.
- Acknowledging all incoming communication inquiries on behalf of the Founder and CEO, specifically email and inquiries on the website for speaking and events.
- Assisting the Founder and/or the CEO in the execution of new projects and objectives within the company. This can range from scheduling meetings to filling out all paperwork to managing appointments and follow-ups to launching a new book or funnel.
- Organising travel and complicated itineraries and collaborating with the Administrative Team.
- Conserves executive\''s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information for the CEO/ Founder as requested.
- Reminding the CEO/ Founder of important tasks and due dates as well as decisions to be made.
- Research and purchase gifts for both business and personal occasions.
- Assist with personal tasks such as mail organisation, vendor management, deliveries. Ordering food groceries on a regular basis using relevant apps/ ordering sites.
- Assist in organising in-person meetings/events.
- Collaboration and communication within the Team for transparency.
- Effectively and kindly communicating with team members and/or external stakeholders whilst upholding a high level of professionalism. You are representing the CEO/ Founder.
- Effectively think forward/ahead to ensure all details are communicated with appropriate stakeholders.
- Coordinate company cadence management.
- Respond to the CEO/ Founder in Slack or WhatsApp within 5 minutes during working hours.
- Assist with workshop tasks, as needed by the Operations team.
Requirements :
- Matric
- Relevant tertiary qualification or 10 years experience in the same role with Senior Management
- Full time remote position ( Ideal if you live in Cape Town but not a deal breaker)
- Tools experience for Project Management (Wrike, Asana, Microsoft, or similar)
- Works well under tight deadlines and pressing situations.
- Ability to adapt to a fast-growing company.
- Proven success with project management
- HIGH managerial skills.
- Ability to design organisational systems/SOPs on behalf of the Administrative Team.
- Strong communication skills included but were not limited to discretion and confidentiality, adaptability, active listening, precise and articulate, and non-verbal communication.
- Ability to learn software quickly.
- Proficiency in writing emails, memos, reports, and other documents with clarity, precision, and professionalism.
- Able to consistently maintain a positive attitude and reflect the demeanor of the CEO/ Founder.
- Ability to maintain accuracy and discretion under pressure.
- Exceptional attention to detail when managing high-level administrative tasks such as coordinating executive schedules, preparing executive presentations, and managing travel logistics.
- The ability to anticipate the CEO/ Founder 3-5 steps ahead is key.
- Willing to be on-call, as needed.
- Able to travel as needed (1-2 times a year, if any)
- Willing to be available outside of "working hours".
