Executive Assistant: Chief Executive Officer - - Midrand

PURPOSE: An Executive Assistant to the CEO plays a key role in helping a business run smoothly. An Executive Assistant is a highly organized personal assistant to perform personalized administrative duties for the CEO. They are responsible for scheduling meetings, taking notes, and handling correspondence on behalf of CEO & COO. They may also be required to make travel arrangements and assist with other duties when required. Diary & Meeting Maintenance Manages diary, including prioritizing and scheduling meetings and ensuring that participants are informed of changes and included but is not limited to: Meeting room bookings and set up. Ensure information required for meetings is available for all parties attending. Blocking off time prior to Committee or Board Meetings, ensuring the CEO is prepared. Deadlines to be put in the CEO’s diary. Personal diary of the CEO to be taken into consideration. Coordinate and handle any catering. Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives needs if necessary. Provide input into formulation of departmental budgets. Email Maintenance Formulate responses to emails on the CEOs behalf where appropriate. Distribute promptly upon receipt to the relevant person or department and follow up on the matter to ensure that it has been attended to. Segregate important matters for immediate attention and bring to the CEO if necessary. Monitor emails for actions required, important information such as meetings and keep the CEO fully informed and promptly print emails as necessary. Research,2121 priorities and follows up on incoming issues addressed to the CEO, including those of a sensitive and confidential nature. Open, review and prioritise by importance and categorise all incoming email in a timeous manner. Travel Arrangements Arrange travel for the Chief Executive Officer, to include itineraries and agendas as well as compiling documents for travel-related meetings. Including and not limited to flights, car hire and accommodation. Ensure that the airline online check-in is done timeously and secure preferred seating requirements. Diarise all travel arrangements with the relevant reservation numbers and contact information in the CEOs diary for ease of reference, include travel time to and from airport etc. Prepare relevant travel documents for finance and submit timeously. General Support Ad hoc typing requirements for the Chief Executive Officer as well as the departmental typing. Take minutes for meetings involving the various departments. Ensure a meticulous filing system is kept and maintained for personal and business files. Plans, coordinates and ensures the CEOs schedule is followed and respected. Provide a gatekeeper role for direct access to the CEOs time and office. Run errands requiring use of personal vehicle. Report Management Preparation of draft reports as requested by the Chief Executive Officer. Ensure that all relevant submission deadlines are adhered to within the department in order to ensure that the CEO has time to review packs beforehand. Timely submission of documentation / reports for the Board, EXCO meetings and other meetings as required. Performing excel calculations and spreadsheets for reporting. Creation and updating of PowerPoint presentations as required. Assist with new projects which will arise in the department. Meeting Preparation Arranges meeting on behalf of the Chief Executive Officer and ensures that all the necessary parties are invited and present. Compile the meeting packs and ensure they are distributed timeously. Make the relevant bookings / reservations for meeting venues. Printing packs for the CEO in advance of the meetings to ensure that the CEO is prepared for the meeting. Ensure that the CEO is running on time for all his meeting schedules and that the CEO does not run over on allocated meeting time. Telephones Take calls directed to the CEO in a professional manner. Screen incoming calls: Take accurate messages and promptly relay them. Redirect them to the relevant department if needed. Arrange telephone and conference calls as requested. Departmental tasks Assist the CEO in managing the leave in the department. Monitoring delegated tasks and their timeous execution. Attending fund meetings, taking minutes and ensuring deliverables are met. CEO expense management & reconciliations: Company credit card. Petrol claims & travel expenses. Personal expenses for SEB Business. Submit to the finance department timeously. CEO Personal Take care of personal issues whenever needed. Apply Now

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Executive Assistant: Chief Executive Officer - Midrand

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