Personal Assistant to Chief Executive Officer - Stellenbosch Techno Park at Helderberg Personnel

Key Performance Areas

Strategic impact

• Support the Chief Executive Officer (CEO) to drive the strategic objectives of the organisation:
• Perform duties of Company Secretary through execution of administrative duties.
• Responsible for the coordination and preparation of quarterly Executive Committee and Board of Directors meetings including but not limited to meeting pack preparation and distribution, and minute taking.
• Act as the point of contact among executives, employees, clients, and other external parties (including but not limited to the offices of the Board of Directors, Donors, and Ministerial offices of the relevant countries within the organisations’ scope of work).
• Manage information flow in a timely and accurate manner.
• Draft communication including but not limited to emails and letters as required.
• Format information for internal and external communication, including but not limited to memos, emails, presentations, and reports.
• Responsible for the review of documents including but not limited to agreements, monthly and quarterly reports, minutes, and park plans as required.

Operational and process effectiveness

• Manage all administrative duties for CEO office:
• Manage all administrative duties effectively, accurately, and up to the organisations’ standards.
• Daily prioritisation of tasks according to Executive Office requirements.
• Arrange internal and external meetings, take minutes and notes, and ensure actions are followed through.
• Support with the coordination of diaries and ensuring that the diary is up to date with meetings and travel information.
• Proactively manage the CEO’s inbox and respond/distribute internally for action where applicable.
• Assist the Travel Administrator with local and international itinerary drafting, travel bookings and accommodation arrangements.
• Assist the Executive Office with Financial processing on Microsoft (MS) Dynamics 365 (D365), including but not limited to vendor creation, allocating purchase agreements and purchase orders, processing payment requests and invoices and ensure follow-up and approval thereof.
• Assist the Executive Office with reconciliation and submission of all personal, company credit card and km's claims of the CEO on a monthly basis.
• Assist with the Annual Review distribution on an annual basis including but not limited to maintaining and updating the distribution list and compiling the mail merge.
• Work well together and build close relationships with the Executive Office team to ensure efficient flow of tasks.
• Make use of the organisation’s preferred applications and programmes including but not limited to MS Office Suite, MS D365, MS Teams, MS SharePoint, MS One Drive, MS To Do, Zoom, DocuSign, Bundledocs and Adobe.

Stakeholder management

• Maintain and build key relationships with internal and external stakeholders:
• Build and maintain professional and cordial relationships with all staff and stakeholders.
• People Growth
• Demonstrate company values and drive own development to ensure personal growth:
• Commit, agree, and implement own development plan.
• Feedback from CEO and colleagues on demonstrating the values.
• Personal Assistance to the Chief Executive Officer: Assist the CEO with setting up personal appointments as required.
• Deliver documentation and packages to the CEO’s personal residence as required.