Executive Assistant & Manager to the CEO’s Office (JHB Il lo vo) at BDO South Africa

Description
Primary Purpose of the Job

Main Duties and Responsibilities

General CEO Office Management 

• To support the CEO by providing professional and confidential administrative & secretarial services.
• Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO. 
• Act as a gate keeper to the CEO and ensure adequate resolution of general queries or issues.
• Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management. 
• Manage leave for CEO and direct reports.  Process and prepare all payment requests, administer company credit card, expense claims and other payments. 
• Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.  
• Attend to any other ad-hoc activities required by the CEO.  

Communication Management  

• Build and maintain mutually beneficial relationships with internal and external stakeholders.
• Screen and prioritise correspondence including emails, letters, memoranda and documents. 
• Maintain awareness of all issues being handled by the CEO in order to understand priorities and enable quick responses.  
• Discuss the work schedule daily to check priorities, ensure that the CEO is aware of appointments for the day and schedule/reschedule according to changes that may occur.  
• Screen calls and emails, respond to basic enquiries and attend to meeting requests.   
• Ensure that correspondence is timeously dealt with
• Coordinate and provide the following support to CEO: 
• Governance of meetings and taking of minutes.
• Preparing presentations 
• Collation of reports 
• Drafting memorandums 
• Responding and acknowledgement of communication on behalf of the CEO. 

EXCO and Board meetings 

• Coordinate all internal meetings and feedback sessions from Stakeholders. 
• Coordinate all Board, Exco and Partner & Director meetings and events that are specific to the CEO Office. 
• Take responsibility for arranging and organising all logistic requirements for these meetings/sessions.  
• Attend to any outstanding actions resulting from meetings arranged and/or attended.  
• Exchange and obtain information for senior management and external clients/suppliers.  
• Track and compile inputs, comments and decisions received after meetings.  
• Ensure all the actions from previous EXCO meeting are communicated to all and progress on/completion of deliverables is followed up and documented.  
• Facilitate the creation and distribution of the EXCO Agenda and supporting documents.  
• Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings.   
• Compile all board/information/investor packs for these meetings.
• Collaboration with internal and external high impact events including or involving the CEO’s office.    

Project Coordination

• Assist in the planning and execution of special projects and initiatives led by the CEO.
• Monitor project timelines, deliverables, and progress.
• Coordinate with various departments to ensure alignment and support for project goals.

Qualifications

• Bachelor’s degree in Business Administration, Communications, marketing or a related field. 

Experience

• Minimum of 5-7 years of experience in an executive support role within the CEO’s or CFO’s Office, preferably in a corporate environment.

Job Skills and Competencies

• Advanced MS office (particularly Excel and PowerPoint)  
• Database Management
• Record keeping
• Project management Skills  

Behavioural Competencies

• Excellent written and verbal communication skills  
• Ability to prioritise and work under pressure  
• Problem solving and analytical thinking skills  
• Highly organised, detail oriented and able to multitask  
• A team player with well-developed interpersonal skills

BDO Core Competencies

• Relationships and Collaboration  
• Exceptional Client Service  
• Business Growth  
• Engaging people  
• Inclusive Agile Leadership  
• Quality, Risk management and Operational transformation