Executive Assistant: CEO at Allan Gray Orbis Foundation

Objectives of Role

Primary Functions

1. CEO Personal

Executive Support / Calendar co-ordination

• Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
• Minutes of meetings, transcribes, types up and distributes minutes/agendas
• Sets up and maintains an electronic filing system
• Reacts to urgent requests/issues and contacts relevant executive
• Follows up on minute action points and other deadline issues on behalf of Chief Executive Officer
• Acts on behalf of executive as specifically authorised
• Drafts presentations, programmes and letters
• Facilitates the implementation of the Foundation Talent gift policy relating to birthday's, awards, anniversaries, condolences, etc.
• Interacts with and hosts visitors to the Foundation
• Responds to request from Talent for information and/or for specific assistance relating to administrative support at interviews, selection camps, Jamboree etc.
• Schedules electronic meetings in Outlook

Travel

• Co-ordinates the booking of all travel arrangements and transport as requested
• Completes travel expense summaries and reconciliations
• Responds to changes in travel arrangements and makes alternative bookings
• Organises visas, vaccinations and foreign exchange for overseas travel

2. CEO office / strategy

• Utilises computer software packages/tools to produce correspondence, spreadsheets and reports in relation to strategic objectives and requirements
• Plans and organises special events/workshops and meetings as specifically requested by the CEO
• Compiles, collates and distributes conference/meeting material
• Drafts costing for all aspects of events, e.g. venue, transportation, travel costs etc. for approval
• Distributes invitations, arrange facilities and catering requirements for all executive management meetings
• Liaises with service providers and suppliers associated with areas of responsibility
• Completes event and travel expense summaries and reconciliations
• Conducts post event and travel evaluations

3. Board

• Consolidate Board meeting programme and activity plan for the Foundation
• Consolidates reports for the Board of Trustees and compiles board packs
• Communicates with trustees on the activities of the Foundation
• Co-ordinates logistical arrangement for Trustees including travel and venue bookings

Experience and Qualifications

• Identification with the Foundation’s Vision, Mission and Ethos
• Relevant Diploma
• 5+ years relevant experience
• Specialised Computer literacy
• Operate under pressure
• Valid driver’s license and own car that willing to use for work