PURPOSE:

An Executive Assistant to the CEO plays a key role in helping a business run smoothly. An Executive Assistant is a highly organized personal assistant to perform personalized administrative duties for the CEO. They are responsible for scheduling meetings, taking notes, and handling correspondence on behalf of CEO & COO. They may also be required to make travel arrangements and assist with other duties when required.

Diary & Meeting Maintenance

• Manages diary, including prioritizing and scheduling meetings and ensuring that participants are informed of changes and included but is not limited to:
• Meeting room bookings and set up.
• Ensure information required for meetings is available for all parties attending.
• Blocking off time prior to Committee or Board Meetings, ensuring the CEO is prepared.
• Deadlines to be put in the CEOs diary.
• Personal diary of the CEO to be taken into consideration.
• Coordinate and handle any catering.
• Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives needs if necessary.
• Provide input into formulation of departmental budgets.

Email Maintenance

• Formulate responses to emails on the CEOs behalf where appropriate.
• Distribute promptly upon receipt to the relevant person or department and follow up on the matter to ensure that it has been attended to.
• Segregate important matters for immediate attention and bring to the CEO if necessary.
• Monitor emails for actions required, important information such as meetings and keep the CEO fully informed and promptly print emails as necessary.
• Research,2121 priorities and follows up on incoming issues addressed to the CEO, including those of a sensitive and confidential nature.
• Open, review and prioritise by importance and categorise all incoming email in a timeous manner.

Travel Arrangements

• Arrange travel for the Chief Executive Officer, to include itineraries and agendas as well as compiling documents for travel-related meetings.
• Including and not limited to flights, car hire and accommodation.
• Ensure that the airline online check-in is done timeously and secure preferred seating requirements.
• Diarise all travel arrangements with the relevant reservation numbers and contact information in the CEOs diary for ease of reference, include travel time to and from airport etc.
• Prepare relevant travel documents for finance and submit timeously.

General Support

• Ad hoc typing requirements for the Chief Executive Officer as well as the departmental typing.
• Take minutes for meetings involving the various departments.
• Ensure a meticulous filing system is kept and maintained for personal and business files.
• Plans, coordinates and ensures the CEOs schedule is followed and respected.
• Provide a gatekeeper role for direct access to the CEOs time and office.
• Run errands requiring use of personal vehicle.

Report Management

• Preparation of draft reports as requested by the Chief Executive Officer.
• Ensure that all relevant submission deadlines are adhered to within the department in order to ensure that the CEO has time to review packs beforehand.
• Timely submission of documentation / reports for the Board, EXCO meetings and other meetings as required.
• Performing excel calculations and spreadsheets for reporting.
• Creation and updating of PowerPoint presentations as required.

• Assist with new projects which will arise in the department.

Meeting Preparation

• Arranges meeting on behalf of the Chief Executive Officer and ensures that all the necessary parties are invited and present.
• Compile the meeting packs and ensure they are distributed timeously.
• Make the relevant bookings / reservations for meeting venues.
• Printing packs for the CEO in advance of the meetings to ensure that the CEO is prepared for the meeting.
• Ensure that the CEO is running on time for all his meeting schedules and that the CEO does not run over on allocated meeting time.

Telephones

• Take calls directed to the CEO in a professional manner.
• Screen incoming calls:
  • Take accurate messages and promptly relay them.
  • Redirect them to the relevant department if needed.
  • Arrange telephone and conference calls as requested.

Departmental tasks

• Assist the CEO in managing the leave in the department.
• Monitoring delegated tasks and their timeous execution.
• Attending fund meetings, taking minutes and ensuring deliverables are met.
• CEO expense management & reconciliations:

• • Company credit card.
  • Petrol claims & travel expenses.
  • Personal expenses for SEB Business.
  • Submit to the finance department timeously.

CEO Personal

• Take care of personal issues whenever needed.

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