Executive PA to CEO

Reference Number

HC809

Description

Key Performance Areas (KPAs)Management of annual calendar

• Collate all of the strategic conference sessions, international board meetings, investor road shows/lunches and traveling (private and business) into one annual calendar and manage all changes

Manage mail, calendar and contact list

• Schedule appointments and maintain a daily calendar, taking responsibility for managing changes, actions and reminders and act as a ‘gatekeeper’
• Screen email account and make the CEO aware of any actions/responses to be taken and action accordingly
• Keep record of important email correspondence by creating electronic folders and ensure accurate filing of such correspondence
• Compile internal communication, high-level reports, business presentations, agendas, letters, and responses – effectively managing all mail and correspondence on behalf of the CEO
• Manage and maintain all contact lists (private and business)

Manage diary and coordinate meetings

• Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and reports are available before every meeting
• Co-ordinate all meeting requests and confirmations of attendees
• Take responsibility for arranging and coordinating all logistic requirements, including catering and taking minutes
• Attend to any outstanding actions resulting from meetings arranged and/or attended
• Assist the CEO in the preparation of presentations and/or the gathering of information required

HiL board meetings, investor road shows and lunches

• Take full responsibility for arranging and co-ordinating the logistics for these meetings/gatherings in collaboration with our MAU office and IR Partner
• Maintain investor database
• Manage all travel, flight, accommodation, venue and transport arrangements
• Liaise with external travel agents for both local and international travel
• Compile detailed itinerary for CEO attending these meetings/gatherings
• Compile all board/information/investor packs for these meetings/gatherings
• Ensure all service provider quotes/invoices are correct and payments are made timeously and in line with agreed deadlines to conclude a successful event(s)

Travel coordination

• Make all travel, flight, accommodation and transport arrangements for any private and business trips taken by the CEO
• Liaise with external travel agents for both local and international travel
• Ensure all travel related invoices are correct and payments are made timeously and in line with agreed deadlines

CEO projects (if and when arises)

• Coordinate all internal meetings and feedback sessions from work stream leaders and take responsibility for arranging and organising all logistic requirements needed for these meetings/sessions
• Attend to any outstanding actions resulting from previous meetings
• Assist project sponsor and project managers (internal and external) in the preparation of presentations and the gathering of information required for meetings
• Maintain a contact list of project contacts, advisors and work stream leaders
• Keep record of all documents and communication relating to the project for efficient retrieval and response
• Assist with any other logistical and administrative duties the CEO requires on any project that arises from time to time

Building Services /Facilities – Head Office

• Continuous walkabouts together with the building services manager and/or his assistant to check and identify general “house-keeping”, renovations, maintenance, tidiness and to communicate and action accordingly
• Continuously evaluate and improve the visitor’s experience to the building

Provide assistance on personal matters

• Arrange daily lunches for CEO, as well as attend to any personal catering requirements
• Process and attend to CEO’s private accounts and ensure timeous payments thereof
• If required source and interview housekeeper and/or au pair for shortlisting and prepare required contracts of employment Assist with the management of CEO’s children’s school registrations, fees, parties and any other activities if and when required
• Source venues for and assist with traveling arrangements and requirements for holidays
• Ensure CEO’s car is washed and valeted weekly once the water crisis is over
• Attend to any other private requests required by the CEO

General office management

• Ensure all CEO files are maintained and all-important documents are appropriately filed and referenced
• Establish and maintain good relationships with all staff, management, directors, investors, suppliers, contractors and other professionals
• Ensure monthly employee long service letters are sent from the CEO and ensure they are signed and distributed
• Manage leave for CEO and their direct reports
• Arrange farewell parties, donations, gifts and catering thereof
• Order stationery and manage office equipment
• Ensure that all documents for signature by the CEO are administered and timeously presented for signing
• Collate, print and monitor monthly reports ensuring they are received by due date and in time for the CEO to review prior to monthly KPA meetings
• Set up bi-annual KPA reviews with CEO & direct reports
• Process and prepare all payment requests, administrating company credit card, CEO expense claims and other payments

Attend to ad-hoc activities

• Attend to any other ad-hoc activities required by the Company as instructed by the CEO

Requirements

Qualifications & Accreditations

• Grade 12 (Matric)
• Administrative and/or Legal secretarial qualification
• Hospitality/Tourism/Hotel Background would be an advantage
• Shorthand would be an advantage

Experience & Skills

• Minimum of 10 years’ experience as an Executive Assistant to a member of executive management and/or at CEO/COO level
• Experience in preparing PowerPoint presentations and board packs
• Fully computer literate with an advanced level of MS Office
• Proven managerial and operational abilities
• Excellent typing skills (60 wpm)

Position: Open
Location: Cape Town
Job Title: Executive PA to CEO
Salary: To be discussed