Executive Assistant to the CEO

Introduction

An established, forward-thinking organization is seeking a highly skilled and proactive Executive Assistant to the CEO. This pivotal role demands discretion, initiative, and a keen sense of organization. The successful candidate will provide comprehensive secretarial and administrative support to the CEO while managing diverse business functions, including travel, insurance, imports, and events. This is a unique opportunity to support executive-level operations in a dynamic and fast-paced environment.

Duties & Responsibilities

Administrative Support

• Manage purchasing authorisation processes from submission to final approval.
• Coordinate all travel arrangements, both local and international, including Forex and logistics for trade shows and fairs.
• Support the development and enforcement of company-wide administrative practices.
• Handle ad hoc personal arrangements on behalf of the CEO.

Secretarial Support

• Act as the communication conduit between the CEO and internal/external stakeholders.
• Screen and direct calls, emails, visitors, and correspondence.
• Maintain confidential files, calendars, and access to critical documents and contracts.
• Coordinate and prepare for board and executive meetings, including minute taking and agenda planning.
• Prepare presentations and manage CEO expense claims.

Insurance Management

• Oversee the company's vehicle insurance portfolio, including claims and policy adjustments.
• Manage all corporate insurance policies and marine/transit coverage.

Imports & Forex Management

• Handle payments for imports, verify documentation, and coordinate Forex purchasing.
• Collaborate with Finance on cash flow projections and FEC bookings.
• Reconcile import-related transactions with bank statements bi-weekly.

Event Planning

• Planned and executed large-scale internal and external events, including corporate Indabas.

Self-Development

• Proactively assess personal strengths and areas for development and take initiative to grow professionally.

Desired Experience & Qualification

Education

• Matric (Grade 12)
• Diploma in Legal Secretarial, Paralegal, or similar administrative discipline

Experience

• Minimum of 5 years relevant experience in a senior executive support role

Skills & Competencies

• Strong administrative and organizational skills
• Proficient in Microsoft Office Suite
• Effective verbal and written communication in English and Afrikaans
• Familiarity with import procedures and Forex management
• High emotional intelligence and interpersonal sensitivity
• Business acumen and sound decision-making ability
• Ability to work independently and manage confidential information
• Attention to detail and creativity in problem-solving

Additional Requirements

• Must maintain clear communication lines across all business levels
• Ability to respond promptly and make well-aligned operational decisions
• Responsibility for managing the company's credit card