Executive Assistant (Cape Town CBD) at BDO South Africa

Primary Purpose of the Job:

• The Personal Assistant is required to provide extensive support inclusive but not limited to admin, secretarial and functional support to the C Suite Executives (CEO, CFO and COO).  The individual will be responsible for the day-to-day operational running of the Offices of the C Suite Executives.

Main Duties and Responsibilities:

General C Suite Office Management:

• To support the C Suite Executives by providing professional and confidential administrative & secretarial services
• Initiate, establish, implement, maintain and monitor administration systems and procedures for the C Suite Executives
• Act as a gate keeper to the C Suite Executives and ensure adequate resolution of general queries or issues
• Manage and maintain Executive schedules, including scheduling of meetings, conferences, making of appointments and effective diary management
• Manage leave for Executives and direct reports
• Process and prepare all payment requests, administer company credit card, expense claims and other payments
• Responsible for national travel coordination function.
• Maintenance and coordination of partner personnel files and partner appointment process
• Attend to any other ad-hoc activities required by the Executives

Communication Management:

• Build and maintain mutually beneficial relationships with internal and external stakeholders
• Undertake research and prepare monthly reports, presentations, corporate submissions and other correspondence for Executives
• Prioritise correspondence (emails, letters, memoranda and documents) and present to Executives each day for signature (where required)
• Maintain awareness of all issues being handled by the Executives in order to understand priorities and enable quick responses
• Discuss the work schedule daily to check priorities, ensure that Execs are 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 Executives:
• taking of minutes
• preparing presentations
• collation of reports
• drafting memorandums

EXCO:

• Coordinate all internal meetings and feedback sessions from work stream leaders
• 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
• Project coordinator for activities and actions resulting from EXCO 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

Board meetings:

• Take full responsibility for arranging and coordinating the logistics for these meetings
• Manage all travel, flights, accommodation, venue and transport arrangements
• Liaise with external travel agents for both local and international travel
• Compile detailed itinerary for Executives
• Compile all board/information/investor packs for these meetings. 

Executive Record Keeping:

• Maintenance of the executive personnel records including initiation, amendments and conclusion

Requirements
Qualifications:

• National Diploma Administration and Office Support or other relevant Secretarial/Executive Assistant qualification

Requirements:

• 5+ years’ experience as a Personal Assistant working with Executives in a similar organisation
• A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives 

Technical Competencies:

• Advanced MS office (particularly Excel and PowerPoint )
• Database Management
• Record keeping
• 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 multi task
• A team player with well developed interpersonal skills