Executive Assistant to CEO

POSITION DESCRIPTION

Main Outputs and Responsibilities for this Position

1. Administration 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; and,
  Act as a support / participate in the development and implementation of administrative standards, policies and practices for the organisation.

2. 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 / SLAs for customers, property, property plans and so;
• Co-ordinate meetings, inclusive of Metcalf Board preparations, submission of reports to shareholders and arranging of catering for board meetings;
• Prepare draft presentations for meetings (POWWOW) for CEO;
  Minute taking where required, as well as requesting agendas and minutes for upcoming meetings; and, Manage CEO Expense Claims.

3. Manage Insurance

• Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims;
• Manage all insurance; and,
• Arrange for marine / transit cover where necessary.

4. 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; and,
  Balance transactions with bank statements bi-weekly.

5. Event Planning

• Arrange and manage all aspects linked to large scale internal and external events, including but not limited to company Indabas.

6. Self-Development and Growth

• Realistic assessment of own strengths and development areas and undertake actions to address weaknesses.

The employee accepts that she may be required to carry out any other tasks as required by management based on operational requirements.

JOB EVALUATION CRITERIA

Required Knowledge and Skills

• Secondary Education Grade 12
• Tertiary Education (including Diplomas, Certificates and Degrees) - Diploma in Legal Secretarial / Paralegal
• Experience - Minimum 5 years related experience
• Skills
• Strong Administration Skills
• Well-developed leadership and junior management skills
• Excellent organisational skills
• Good verbal and written communication 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
• Suitably-developed computer literacy and skills
• Appropriate Business acumen and entrepreneurial aptitude
• Strong problem-solving skills
• Creativity
• Exceptional attention to detail

Other Special Requirements

Decision Making

• Maintain standards, practices, policies and procedures as defined.
• Able to make good business aligned judgement decisions at an operational level.

Accountability

• Responsible for all activities linked to position as defined.
• Ensures that a structure for escalation of responsibility is effective.
• Responsible for the company credit card.

Communication

• Maintains the benchmark for transparent, responsive and open communications within the business and at all levels.
• Ensures an e-mail response within 24 hrs.
• Guidance telephonically to assist the teams when required within reason.
• Good communication with management and subordinates.