Executive Assistant to CEO at JCDecaux Africa

Job description

Minimum requirement

• At least 15 years’ experience in an Executive Secretarial role
• Strong all round computer literacy – MS Office
• Excellent typing skills, typing speed must be a minimum of 60 words per minute
• Experience of working at a senior level in a professional, fast-paced environment
• Fluency in English - oral and letter/report writing skills
• Valid drivers licence

Key Tasks and Responsibilities

• General Executive Assistant duties for the CEO incl. personal
• Ensure adherence to and delivering on key deadlines/deliverables through applying project management principles
• Co-ordinating activities with/for the Management team
• Diary management of the CEO i.e. Microsoft Outlook
• Co-ordinate and arrange meetings/conferences, both internally and externally. Preparation of agendas, reservation and preparation of facilities.
• Prepare Professional Business Plans and Reports
• Hospitality management – ensure that all visitors are received in an appropriate manner so as to maintain a good image of the office.
• Ensure that all incoming mail and documentation are handled appropriately.
• Answer telephone and relay messages, screen calls appropriately and keep record of all calls to be returned.
• Provide quality and cost-effective administration services in accordance with office policies and procedures.
• Oversee the document management and electronic filing system of the CEO office.
• Manage travel logistics for the CEO & MD, including booking of flights and accommodation and managing visa requirements.
• Ensure proper tracking of EXCO submissions and action plans
• Operate a desktop computer software packages such as MS Word, PowerPoint, Excel, Internet and E-Mail.
• Must be able to use a Dictaphone
• Provide external and internal public relations function to the Company and office of the CEO.
• Processing of minutes of meetings when and if required.
• Extension of CEO Office regarding quality, image and housekeeping standards.
• Protect the security and confidentiality of the information that is privilege to the office of the CEO.
• Develop and/or maintain an office filling system as well as a reporting system.

Attributes and Skills

• Must be able to multitask
• Be able to work independently
• Ability to work under pressure
• Good communication skills, both oral and written
• Meticulous attention to detail
• Excellent telephone manner
• Strong public relations skills
• Strong organisational skills
• Must be a team player
• Excellent time management skills
• Be able to meet deadlines
• Be prepared to work extended office hours as and when required