Executive Assistant to the CEO

SUMMARY:
Our client in the commercial and industrial property industry and logistics sector is seeking a highly specialized Executive Assistant to the CEO to join their team in Durban.

POSITION INFO:
Position: Executive Assistant to the CEO

Location: Durban, Kwa Zulu Natal

Minimum Qualifying Criteria 

• Qualified CA (SA) (Chartered Accountant)
• Minimum 8-10 years of experience supporting C-Level Executives, preferably in a real estate, property or construction industry
• Experience and interest in internal and external communications, partnership development, and business development

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, investment committee members and senior executives, external partners and clients
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; and ensuring itineraries /agendas / documents for travel-related meetings have been compiled.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
• Communicates directly, and on behalf of the CEO, with Investment Committee members, senior executives, and others, on matters related to the CEO's program and initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO's office, senior management and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the business and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Serves as the CEO's administrative liaison to our Investment Committee/EXCO
• Maintains discretion and confidentiality in relationships with all EXCO members
• Adheres to compliance with applicable rules and regulations set in bylaws regarding Investment Committee matters, including advance distribution of materials before meetings in electronic/paper format.

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites

• Ensures that the CEO's and Senior Management bios are kept updated and responds to requests for materials regarding the CEO and the organization in general
• Edits and completes first drafts for written communications to external stake holders
• Handles special projects on behalf of the CEO, such as execution of community outreach events that are on brand and aligned to the vision/ strategic direction of the business

• Works with the Senior Management team in coordinating the CEO’s strategic business development activities
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the CEO to external stakeholders (thank you notes, invitations, acknowledgement of receipt, introduction to other internal team members etc)

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