Purpose of the Role:
Provide a Secretarial / Administrative support to the Chief Executive Officer of the organization.
Role: Executive Assistant
Location : Cape Town - Western Cape
Qualification: Grade 12
Diploma/ degree in Legal Secretary/ Paralegal
Min 5 year related experience
Competencies: Advanced - Microsoft Office
Office practice
Imports processing
Skills:
- Strong administrative skills
- Leadership and management skills
- Excellent organisational skills
- Good verbal and written skills ( English & Afrikaans)
- Ability to act decisively and urgently
- High level of emotional intelligence and interpersonal skills
- Ability to establish and develop well aligned supportive teams
- Advanced Business acumen and entrepreneurial aptitude.
- Strong problem solving skills
- Exceptional attention to detail
Role & Responsibilities Administrative Support :
Provide the full range of Administrative support including but not limited to.
- Management of purchasing authorisation process from submission of POR;s to handover of signed invoices for payment.
- Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees
- Arrangement for and management of Forex linked to international travel.
- Ad hoc personal bookings and searches for the CEO, and
Act as aa support / participate in the development and implementation of administrative standards, policies and practices for the organisation.
Secretarial Support:
- Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follows up on the status of assignments.
- Receive, screen and direct incoming calls, visitors, mail and email.
- Maintain files, records, calendars, and diaries.
- Control filing linked to and access to contracts / SLA's for customers, property, property plans and so.
- Co-ordinates meetings, inclusive of board operations, submission of reports to shareholders and arranging of catering for board meetings.
- Minute taking where required, as well as requesting agendas and minutes for upcoming meetings, and
- Manage CEO Expense Claims.
Manage Insurance
- Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management claims.
- Manage all insurance and arrange for marine/ transit cover where necessary.
Imports and E Forex Management: - Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex
- In conjunction with Finance determine cashflow for large purchases, obtain authorization and book FEC in line with forecasted dates and
- Balance transactions with bank statements bi-weekly.
Event Planning:
- Arrange and manage all aspects linked to large scale internal and external events,, including but not limited to company Indabas.
Self- Development and Growth:
- Realistic assessment of own strengths and development areas and undertake actions to address weakness.
