Executive Assistant at 10X Investments

Job description

PURPOSE / DESCRIPTION:

You are passionate about providing a high-quality administrative and organizational assistance to the CEO. You make things happen, able to identify and address the needs of the CEO and Heads of Departments and perform administrative tasks to ensure our company’ workflow runs smoothly. You can build and maintain strong relationships with internal and external stakeholders. You can manage and inspire people to provide a WOW customer experience. You are highly organized and able to multi-task at a high tempo. You can take responsibility and accountability in all areas of your roles.

RESPONSIBILITIES:

• Executive assistant
• Prepare correspondences, reports, presentations
• Manage CEO’s diary and update accordingly
• Organizing and maintaining files and records
• Planning, scheduling meetings and appointments
• Managing projects and conducting research
• Providing quality customer service
• Facilitate all refreshments and food requirements for CEO
• Organize CEO’s desk and file documentation accordingly
• Adding and editing contacts on Solve
• Managing the CEO’s healthcare
• Managing the CEO’s personal policies & completing a cost comparison every 3 month
• Managing CEO’s out of town log sheet & send monthly to HR
• Facilitate couriering of documents, as well as receipt thereof
• Organise and book all yearly meetings
• Arrange flowers for staff members
• Arrange business cards for all staff members
• Updating Boardroom bookings daily
• Proof reading and editing of documents and proposals
• Completion of application documents
• Compile PowerPoint presentations as required
• Travel coordinator
• Signing off all invoices related to the office on Hello Sign
• Facilitate all travel arrangements for CEO & all staff
• Distribute all travel documentation to staff members before travelling
• Process changes to travel arrangements and bookings where required
• Process payment for all traveling expenses
• Setup accounts where necessary for travel bookings
• Office Manager
• Managing the day-to-day operations of the office
• Facilitate all office repairs timeously
• Plan and arrange food and refreshment requirements for all meetings
• Facilitate the planning and purchase of all office furniture requirements
• Facilitate ordering and purchasing of client gifts
• Electrical requirements in the office is requested, completed and in working order
• Facilitate all adhoc projects regarding Cape Town and Johannesburg office supplies
• Managing two cleaners and the receptionist
• Manage the Receptionist in all her duties
• Grocery orders are processed on a monthly and weekly basis
• Staff birthday’s – buying of vouchers
• Maintain a positive can-do attitude within the administrative team
• Monitor the ordering of stationary & company diaries
• Monitor utilising of couriers
• Health & safety
• Monitor, investigate & report on health & safety requirements
• Attend to all requests, complaints & queries in terms of the office, investigate & report
• Make recommendations where necessary
• Attend safety committee meetings which is held by the building manager

Professional requirements / experience:

• Relevant qualification in a related field
• 3 years+ experience in a similar position
• Proficient in Word, Excel and PowerPoint
• Strong interpersonal and organisational skills

Attributes / competencies:

• Passion for excellence
• Strong verbal and written communication skills
• Ability to think critically, strategically, analyse complex issues and make decisions
• Strong people skills, able to interact at all levels and facilitate delivery
• Ability to work under pressure to meet stringent deadlines
• Solutions-oriented, can-do attitude and high energy
• Leadership skills
• Strong attention to detail and accuracy is essential
• High level of confidentiality and integrity
• Sense of urgency and delivery orientation, assertiveness
• Must have a professional demeanour
• Customer service orientation
• Team work and cooperation
• Must be organised, motivated and able to manage their own time effectively