Details about position
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)
Overview
Position: Open
Location: Cape Town
Job Title: Executive PA to CEO
Salary: To be discussed