Our client based in Cape Town requires the services of a Dynamic
Executive Assistant to join the team.
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 years 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 PORs 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.
Act as a 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 follow 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/SLAs for customers, property, property plans, and so on.
- Co-ordinate 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.
- 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 Forex Management:
- Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex.
- In conjunction with Finance, determine cash flow for large purchases, obtain authorization and book FEC in line with forecasted dates.
- 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 weaknesses.
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