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Johannesburg: Executive Assistant: Chief Executive Officer posted by Salt Employee Benefits

Johannesburg: Executive Assistant: Chief Executive Officer posted by Salt Employee Benefits

Posted on 2025-04-29 00:00:00

Job Summary

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.
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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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