EXECUTIVE SECRETARY

SUMMARY:
The Secretary to the Executives is responsible for providing comprehensive administrative and organizational support, ensuring the CEO’s professional and personal life runs smoothly. This role involves managing schedules, handling communications, organising meetings, managing travel logistics, coordinating personal arrangements, and co-ordinating meals. The ideal candidate is highly organized, detail orientated, discreet, proactive, and capable of handling a wide range of responsibilities in a fast-paced environment.

POSITION INFO:
Administrative Support:

• Act as the primary point of contact for the CEO, managing all correspondence, calls and inquiries.

• Maintain the CEO’s calendar, scheduling meetings and appointments.
• Handle incoming calls, emails and correspondence, ensuring prompt responses or appropriate delegation.

• Maintain filing systems and ensure documents are organised, up-to-date, and easily accessible

• Prepare and edit documents, presentations and reports.
• Process invoices, expenses and other administrative paperwork for approval.
• Provide support for special projects and ad hoc tasks as required.

• Coordinate domestic and international travel, including flights, accommodations, visa’s and check-in’s

• Assist with travel itineraries and ensure manager is fully prepared for trips
• Ensure all travel arrangements align with the CEO and family’s preferences and schedule.

• Handle last-minute changes or emergencies during travel.

• Arrange meeting logistics, including room bookings, equipment setup, catering and other requirements.

• Provide beverages for guests and ensure stock levels are maintained.

• Serve as the point of contact between the managers and internal or external stakeholders.

• Liaise with other departments to ensure smooth coordination of tasks and deadlines.
• Manage incoming requests and inquiries, prioritising and responding accordingly.

• Organize and manage the CEO’s personal appointments, such as medical, dental, vehicle services, other professional services.

• Co-ordinate CEO’s day to day health & wellbeing (medical etc.) tasks, including liaising with vendors, contractors, and staff.

• Assist with family-related scheduling, as needed.

• Plan and arrange meals according to the CEO’s dietary preferences or restrictions.
• Ensure seamless execution of meal arrangements during travel or events.

• Provide support and assistance to Executive Assistant with events, management meetings, refreshments

• Assist with collating tenders
• Maintain office supplies and equipment, ensuring necessary resources are available for the managers’ daily tasks

• Stationery control and distribution
• Petty cash reconciliation
• Credit card reconciliation and spreadsheets
• Provide on-site support during events, ensuring smooth operations.

• Handle sensitive information with the utmost discretion.
• Maintain confidentiality regarding both professional and personal matters.

• Proven experience as a secretary, administrative assistant, or similar role.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize tasks effectively.

• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to anticipate needs, think critically, and offer solutions to problems.
• Flexible and adaptable to changing priorities.
• A high level of discretion and professionalism.
• Ability to work independently as well as part of a team.

• Familiarity with international travel coordination and visa processes.
• Experience in a fast-paced environment
• Strong problem-solving abilities and proactive approach to tasks.