Executive Assistant to CEO at Allan Gray Orbis Foundation

Purpose of Role    

• The Executive Assistant is responsible for providing effective and efficient support to the Allan & Gill Gray Philanthropy SA CEO enabling them to focus on core business functions. This role is also responsible for complete office management support to the AGGPSA Johannesburg office and serves as administrative support to the AGGPSA leadership and team.

Objectives of Role    
Personal Assistant to AGGPSA CEO

• Manage and maintain the CEO’s diary, set up and arrange meetings, liaise with internal and external parties requiring ad hoc audience with CEO.
• Ensure that preparation has been made for all meetings and ensure meeting notes/packs/documents have been received well in advance.
• Manage a daily folder with a diary, necessary papers, reports, and memoranda for immediate attention.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations, and other requests.
• Schedule on behalf of the CEO meetings between her direct reports and the committees and groups to which she is a member.
• Coordinate travel and accommodation requirements.
• Minute general meetings as required, and
• research matters on behalf of the CEO.
• Ensure guests meeting with the CEO are assisted and their needs addressed.
• Provide a service that is in line with the CEO’s work habits and preferences.
• Ensure that the calendar for the year ahead is comprehensively planned with the CEO covering daily / weekly / monthly and quarterly meetings.
• Load documents for signing on Docusign or relevant platforms
• Adhere to strict deadlines, and be accountable to ensure that all standing information is required by the CEO on deadline.
• Attend to personal matters of the CEO in the strictest confidence.
• Liaise with board members and Executive Assistants of the other group entities.

Executive Support

• Complete expense reports; process payments to allocated budgets and invoices.
• Arrange complex and detailed travel plans, itineraries and agendas, and compile documents for travel-related meetings.
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO & AGGPSA leadership.
• Submit monthly credit card recons 

Office Coordination

• Manage meeting room facilities to ensure the best standards are provided, ensure AV equipment is provided, and any hospitality and catering requirements are met.
• Maintain office supplies by ensuring adequate inventory levels at all times (eg. Stationery supplies).

Communication/Adhoc

• Provide high quality and timeous verbal and written communication.

Experience and Qualifications    

• Bachelor’s degree/diploma in business administration or business management or relevant qualification. (Essential)
• Advanced Computer Literacy
• 3-5 years’ experience in a similar role
• NPC experience (desirable)
• Advanced experience in Microsoft Suite (Essential)

Competencies    

• Strong planning and organisation
• Strong verbal and written communication
• Reporting and analysing
• Working with people and the ability to manage internal and external stakeholders.
• Exceptional interpersonal skills
• Ability to multitask and meet competing deadlines
• Strong resilience and ability to adapt to change
• High level of integrity and values driven