Executive PA to CEO, CFO, Director

  • Instant Staffing Solutions
  • Cullinan, South Africa
  • Jul 12, 2018
Permanent Administration

Job Description

Provide a secretarial and administrative support function to the Office of the CEO and other directors / managers when required.

 

REQUIREMENTS:

  • MUST be able to speak Afrikaans
  • The ideal candidate will have a bit of legal background and be able to read and interpret  contracts, agreement etc. (highly advantageous)
  • Grade 12
  • Administration, Office Management and Secretarial experience: 5 – 8 years

 

Managing the Office of the CEO, CFO and one other Director

  • Represent CEO, CFO and one other Director’s Offices to create a professional environment and image. 
  • Act as the gatekeeper to the CEO, CFO and one other Director and handle issues discreetly in their absence. 
  • Ensuring a confidential environment is upheld at all times – internal and external. 
  • Relationship building with the relevant stakeholders – internal and external.

 

General Office Management

  • Internal and external venue arrangements.
  • Arranging catering for meetings and functions in line with company policies and procedures.
  • Procurement of office stationary and office refreshments according to company policies and procedures and allocated budget. 
  • Upkeep of office equipment.

 

Diary Planning & Coordination

  • Checking availability and scheduling appointments and meetings in the office of the CEO, CFO and one other Director
  • Planning and managing the diary of the CEO, CFO and one other Director
  • Ensure that supporting documentation and information is timely prepared and available. 
  • Efficient time management of events in the diary and incorporating travel time as needed. 
  • Ensuring all logistical needs of the CEO and Directors are met

 

Travel Arrangements

  • Researching travel destinations and booking travel requirements (all staff – mostly CEO , Directors and Managers) (i.e. proximity of big cities to meeting venues).
  • Preparation of travel plans.
  • Visa application and processing if relevant.
  • Compiling travel itineraries in collaboration with travel consultants.
  • Liaising with external travel organizers. 
  • Ensuring relevant documentation and forex is completed / obtained in line with company policies and procedures
  • All travel arrangements conducted as specified in policies and procedures and within budget

 

Projects and Research

  • Ad-hoc research on topics and report back on the findings e.g. Corporate Social Investment projects, key clients and visitors information / briefings.
  • Bring attention to important media reports on clients, suppliers, competitors, industry and other stakeholders. 
  • Ad-hoc support on projects e.g. Job Profiling project scheduling, administration etc. 
  • Coordinating different strategic goals and outputs in liaison with the CEO

 

Administrative Support

  • Reconciliation of expense claims ensuring supporting documentation according to agreed company policies and procedures. 
  • Preparation of documentation: Presentations, reports, working documents, board packs etc.
  • Minuting of meetings: Monthly divisional meetings, Board meetings or any other as required meetings from time to time. 
  • Preparation of Board Packs
  • Other administrative support ad-hoc as required. 

 

Functional Competencies:

  • Minuting of meetings
  • Microsoft Office
  • Document Management
  • Administration Efficiency

 

Personal Competencies:

  • Integrity and trust
  • Peer relationships
  • Comfort around Senior Management
  • Problem Solving
  • Planning and prioritizing
  • Customer Focus
  • Approachability

Job Level

Skilled

Salary Range

R20 000 - R25 000 per month