Executive Personal Assistant at iKhokha

About the Job

Job Description

So, what will you do?

• Plan, organize, coordinate, and control all administrative and operational procedures, activities, and documentation for the CEO and Executive team.

The deal breakers:

• 5 years’ plus experience as an Executive PA.
• Excellent computer literacy (proficient in MS Office, PowerPoint & Excel).
• Must have a valid driver’s license and own vehicle.
• A high degree of confidentiality, emotional maturity, ethical values, and integrity.
• Ability to work well under pressure in a fast-paced, deadline-driven environment with a high degree of accuracy.
• Excellent communication, presentation, and interpersonal skills, to interface effectively with all levels of colleagues and with external customers in a team orientated manner.
• Precise planning and excellent organizational and administration skills.
• Exceptional accuracy and extreme attention to detail.
• Experience with the setting up and management of virtual meetings and tools e.g. Zoom, MS Teams, Google Hangouts and conference calls.

Additional Skills and Experience:

• Demonstrated ability to anticipate needs and identify gaps before they arise, and jump in without being asked.
• Demonstrate ability and willingness to continuously acquire new competencies, maintain professional networks, participate in professional organizations.
• Knowledgeable about restaurants, hotels and opportunities for engagement in SA and abroad.
• Executive presence and customer-centric orientation.

What would you be responsible for?

• Source, co-ordinate and arrange all offsite related activities (includes conferences, end of year functions, midyear events, management offsite and training / team builds).
• Coordinate alongside HR team the employee incentives.
• Responsible for sourcing, costing and arranging the incentives, which includes but not limited to swag & gifting, end of year awards, team dinners etc.
• Track budget and expenditure of all team building activities across the business.
• Arrange international travel and meeting schedule by developing detailed itineraries; also knows how to get a small exec team from A to B to C. Taking into account corporate travel policies, travel Visas, costs and proper documentation.
• Manage end-to-end logistics and co-ordination for Exec team travel including check-in for flights, distributing Boarding passes etc.
• Manage the day to day schedule of the exec team in such a way that executives are able to complete their obligations in an organized, efficient way; juggling multiple requests across time zones.
• Provide administrative support to the rest of the teams reporting to the CEO.
• Compile and prepare PowerPoint presentations, maintain, and create Excel workbooks, prepare typed Word documents and the like.
• Assist CEO in preparation for quarterly reports to the Board and arrange materials necessary for all committee and Exco meetings (dates/attendee list/logistics/catering).
• Take action points and minutes in key meetings for the CEO.
• Ensure that VC facilities are working and set-up ahead of meetings for the CEO.
• Custodian of Executive confidential information (credit cards, passwords, ID’s, etc.)
• Assist Exec team with personal admin tasks including vehicle licenses and services, insurance claims etc.
• Liaise directly with personal bankers to raise queries and requests on behalf of CEO and CPO.
• Executive team errands, including organizing lunches daily. 
• Process any claims or reimbursements for the Executive team.
• Build trust with the team to keep a pulse on the team culture, and with internal business partners and other administrative staff across the company to collaborate effectively.
• Coordinate customer workshops/meetings and events with Marketing, product teams, and strategic partners.

Qualifications

• Matric