Executive Assistant to CBO & CCAO at Liquid Intelligent Technologies

Role Purpose

• To manage all administrative and logistic activities related to the Chief’s Office by providing support to the Chief and coordinating activities amongst the team to ensure deadlines are met. 
• To establish and maintain effective working relationships with the staff, officials, key stakeholders and the rest of Liquid Telecom Group in order to facilitate smooth running of the Chief’s office.
• Effective management of all matters relating to the day to day running of the CHIEF’s Office.
• Proactively assist the CHIEF and complete all administrative tasks timeously. Manage the allocation of stationery monthly and ensure adequate supply is available to the Department. 
• Effective time management of the Chief's diary. 
• Advise and support the CHIEF on matters requiring personal attention, with associated deadlines and prepare relevant documentation. 
• Maintain excellent relationships and engagement with internal and external stakeholders. 
• Assist the CHIEF with day-to-day activities.
• Screen telephone calls to the CHIEF’s office and refer them to the appropriate person in the absence of the CHIEF. 
• Tracking all distributions that require answers, responses and written replies to the CHIEF’s requests. 
• Coordinates activities in the department to ensure that deadlines are met. 
• Identify potential risk relating to the department or Chief’s office and escalates accordingly. 
• Manage travel arrangements for the Chief and some members of the team. 
• Receives guests and arrange suitable venue for different events.

Effective management of all matters relating to the day to day running of the CHIEF’s Office

• Proactively assist the CHIEF and complete all administrative tasks timeously. Manage the allocation of stationery monthly and ensure adequate supply is available to the Department. 
• Effective time management of the Chief's diary. Advise and support the CHIEF on matters requiring personal attention, with associated deadlines and prepare relevant documentation. 
• Maintain excellent relationships and engagement with internal and external stakeholders. 
• Assist the CHIEF with day-to-day activities. 
• Screen telephone calls to the CHIEF’s office and refer them to the appropriate person in the absence of the CHIEF. 
• Tracking all distributions that require answers, responses and written replies to the CHIEF’s requests. 
• Coordinates activities in the department to ensure that deadlines are met. Identify potential risk relating to the department or Chief’s office and escalates accordingly. 
• Manage travel arrangements for the Chief and some members of the team. Receives guests and arrange suitable venue for different events.

Effective time and diary management.

• Coordinate the scheduling of meetings and appointments on behalf of the CHIEF to ensure effective diary management. 
• Evaluate invitations (internal and external) within the scope of diary management and take appropriate action in respect of responding (where necessary) on behalf of the CHIEF.
• Organise travel and related arrangements in accordance to the Liquid travel policy. 
• Coordinate tasks, meetings and appointments so that the CHIEF’s daily schedule flows smoothly and efficiently with limited disruptions. 
• Manages the CHIEF’s priority list in a manner that permits sufficient time to fulfil the leadership requirements of the role. 
• Arranges stand-ins where the CHIEF can’t make the meeting or event. Coordinate the Department’s annual calendar.
• Document and engagement process, management and support to the CHIEF .
• Monitors and responds (if necessary) to incoming e-mail, mail and phone calls on behalf of the Chief and determines the level of priority. 
• Drafts replies to correspondence as appropriate or under the instruction of the CHIEF. 
• Undertakes tasks to ensure a high level of administrative support is provided to the CHIEF. Ensure records are filed in a manner that ensures easy accessibility and retrieval as required. 
• Proactively handles all enquiries and requests handling them directly when appropriate or directing routine matters for responses from other staff and functional.
• Organise meetings and ensure that all logistical requirements are in place.
• Coordinate and provide materials and general support to the CHIEF for all meetings (including presentations) as required. 
• Collate all information from internal or external functions to help the CHIEF in meeting preparations. 
• Preparing agendas; attending meeting, taking minutes, tracking actions to closure amongst team and maintaining extensive office files. 
• Provide accurate presentation of information to the CHIEF in respect to the meetings. 
• Provides high-level support by conducting research, preparing statistical reports and handling information requests. 
• Ensure that the distribution of supportive documents, agenda, notes or correspondence are sent prior to the meetings.

Matric Essential

• Diploma: Office Administration – 1 year Essential
• 3-4 years Experience as an office manager / secretary Essential
• Ability to act with highest levels of integrity at all times Essential
• Interaction with EXCO members Essential