Executive Assistant

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.