Strategic Executive Assistant to CEO

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Company: Ntiyiso Consulting Group

Location: South Africa

Type: Full-time

Category: Administrative Assistance

Description

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Job Profile

• Department/Division: Office of the Group Chief Executive Officer
• Reports to: Group Chief Executive Officer
• Contract Type: Fixed Term Contract (Up to 3 years)
• Job Reference: KN_NCGEA03

Job purpose

The executive assistant role supports the Group CEO and Group Chief Advisors. The incumbent will manage most business-related tasks for the executive, such as creating reports, organising travel and accommodation, taking minutes, and other organisational tasks. The incumbent is expected to discharge roles and responsibilities properly with due diligence. Extensive work experience with the Microsoft Office suite is required. The incumbent should be extremely fast at solving problems and have experience as an executive or administration assistant in a consulting or similar environment. Uphold's governance activities of the firm to ensure positive impact and sustainable results. Manage business expectations and communicate effectively with staff and executives. Apply problem-solving techniques to ensure facts back up the results presented. Uphold corporate principles and ensure that the objectives of the cor specific purposes of compliance, understanding the fundamentals of the company and business, reporting the performance, results, financial stability, and the various stakeholders of the organisation, providing confidence in the company and other stakeholders. In addition, ensure that the reports and records prepared and presented to the Group CEO are within stipulated timeframes—Independent self-starter who can self-manage, develop, and support the executive team. Pay attention to detail.

Key Responsibilities

• Prepare and edit correspondence, communications, presentations, and other documents and ensure meeting deadlines.
• To resolve diary clashes.
• To screen incoming calls and respond to and distribute incoming communications.
• To make notes of essential information and prioritise the calls to be returned by the Group CEO.
• To manage the e-mail traffic – prioritise a list of those replies that have to be made by the Group CEO personally.
• Design and maintain databases and file and retrieve documents and reference materials.
• To conduct research and collect and analyse data to prepare departmental status reports and documents.
• Prepare and modify documents, including correspondence, reports, drafts, memos, and e-mails.
• To manage and maintain Group CEO's schedules, appointments, travel arrangements and other itinerary specifics.
• Arrange and coordinate meetings and events, ensuring notices go out to all attendees. To prepare agendas for meetings and schedules
• Record, transcribe, and distribute minutes of meetings and prepare written responses to routine enquiries.
• To monitor, screen incoming calls, respond to and distribute incoming communications.
• To receive and interact with the Group CEO's incoming visitors and to liaise with internal staff at all levels.
• To coordinate deliverables based on action plans from the Group CEO, Exco and other top leadership meetings
• To review operating practices and implement improvements where necessary
• To maintain electronic and hard copy filing systems and to retrieve documents from the filing system
• To handle requests for information and data.
• To open, sort and distribute incoming correspondence
• To maintain the Group CEO's office supply inventory and to coordinate maintenance of the Group CEO's office equipment
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf

Requirements

• Bachelor's Degree in Office Management, Business Management, Secretariat or related fields
• Post Graduate Qualification in Business Management or related files is highly advantageous.
• A minimum of 5 years of relevant work experience, of which 3 years must be at the executive support level.
• Must have a valid driver's licence and own vehicle.
• Expected to work long hours from time to time.

Job Competency

Know-How

• The knowledge required involves the practical application of work procedures and processes.
• Planning is generally short-term (for the week) and within regular activity cycles.
• Communicates, coordinates, and interacts with others in the value chain to ensure exceptional management and support.
• Manages one's time and resources to ensure that objectives are achieved effectively on time and within budget.

Problem-Solving

• Ensure business acumen and sound common sense to the overall management of own area.
• Consider all the facts, options, and possible objectives before escalating.
• Maximises or leverages the strengths of the team.
• Attend to diverse problems within the work area, using judgment and discretion to resolve them where necessary.

Accountability

• Solve a wide range of queries dealing with these sensitively and within operational/procedural limitations.
• Solutions should be cost-efficient and effective in delivering business results.
• There are guidelines/ policies and procedures to be followed, but the incumbent must constantly consider improving productivity.

Job Type: Full-time

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