Executive Personal Assistant To Chief Executive Officer at ACASouthAfrica

Job Description

The Executive Personal Assistant to the Chief Executive Officer (CEO) of the Association for Communication and Advertising, will assist the CEO in the execution of all her responsibilities, with the objective to ensure the CEO’s maximum functionality, efficiency, and time management.

Duties and Responsibilities

• The Executive Personal Assistant’s duties and responsibilities will include inter alia the following range of activities: -

All secretarial services for the CEO, including, but not limited to:

• All administration related to the CEO
• Diary management: ensure the scheduling of all meetings e.g., Board, Exco, Stakeholder meetings etc.
• Minuting of all meetings and the distribution thereof
• Booking of meetings (including Committee Meetings with Portfolio Co-Ordinator) and boardrooms
• Host all online meetings using the required online platform
• Arrange for food and beverages for all meetings, when necessary
• Check the quality of all committee meeting minutes compiled by Portfolio Coordinator, prior to distribution
• Request for committee reports, for the consolidated board report, from Chairs prior to each board meeting
• Prepare and distribute board packs
• Send regular communication to members regarding all ACA events and important information
• Collate CEO’s monthly company expenses for the Finance Department
• Manage the Office Administrator
• Assist in co-ordination of events, workshops, and other ACA related functions as and when necessary
• Coordinate local and international travel arrangements as and when necessary

Annual General Meeting

• Schedule AGM within six months from financial year end and prepare execution thereof
• Prepare the notice and agenda of the AGM for distribution to members
• Prepare the agenda
• distribute AGM meeting pack to the broader membership electronically prior to the meeting
• Arrange catering, if necessary