Executive Assistant

SUMMARY:
Our client based in Cape Town requires the services of a Dynamic
Executive Assistant to join the team.

POSITION INFO:


Purpose of the Role: 

Provide a Secretarial / Administrative support to the Chief Executive Officer of the organization.

Role: Executive Assistant

Location: Cape Town - Western Cape 

Qualification:
Grade 12
Diploma/ degree in Legal Secretary/ Paralegal
Min 5 year related experience

Competencies:
Advanced - Microsoft Office
Office practice
Imports processing

Skills:

• Strong administrative skills
• Leadership and management skills
• Excellent organisational skills
• Good verbal and written 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
• Advanced Business acumen and entrepreneurial aptitude.
• Strong problem solving skills
• Exceptional attention to detail

• Management of purchasing authorisation process from submission of POR;s 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

• 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 / SLA's for customers, property, property plans and so.
• Co-ordinates meetings, inclusive of board operations, submission of reports to shareholders and arranging of catering for board meetings.
• Minute taking where required, as well as requesting agendas and minutes for upcoming meetings, and
• Manage CEO Expense Claims.

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

• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex
• In conjunction with Finance determine cashflow for large purchases, obtain authorization and book FEC in line with forecasted dates and 
• Balance transactions with bank statements bi-weekly.

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

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