Executive Assistant

SUMMARY:
Our client a specialist in manufacturing and Plastics

POSITION INFO:
Purpose of the Role:

Provide or lead a full range of secretarial/administrative support to the Chief Executive Officer (CEO) of the organization, exercising confidentiality, tact and diplomacy.


Role: Executive Assistant

Location: Ottery - Western Cape


Qualification:

• Matric
• Tertiary Education (including Diplomas, Certificates and Degrees)
• Diploma in Legal Secretarial / Paralegal
• Experience Minimum 5 years related experience

Competencies

• Knowledge Skills
• Solid knowledge of Microsoft Office Suite
• Knowledge of office practice
• Imports processing
• Strong Administration Skills
• Well-developed leadership and junior management skills
• Excellent organisational skills
• Good verbal and written communication skills (English & Afrikaans)
• Ability to act decisively and urgently
• High level of emotional intelligence and interpersonal skills
• Ability to establish and develop well aligned, supportive teams
• Suitably - developed computer literacy and skills
• Appropriate Business acumen and entrepreneurial aptitude
• Strong problem-solving skill
• Creativity
• Exceptional attention to detail

Administration Support

• Provide the full range of administrative support including but not limited to:
• Management of purchasing authorization process from submission of POR’s to handover of signed invoices for payment;
• Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees;
• Arrangement for and management of Forex linked to international travel;
• Ad hoc personal bookings and searches for the CEO; and,
• Act as a support / participate in the development and implementation of administrative standards, policies and practices for the organisation.

Secretarial Support

• Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follows up on the status of assignments;
• Receive, screen and direct incoming calls, visitors, mail and email;
• Maintain files, records, calendars and diaries;
• Control filing linked to and access to contracts / SLA’s for customers, property, property plans and so;
• Co-ordinates meetings, inclusive of Metcalf Board preparations, submission of reports to shareholders and arranging of catering for board meetings.
• Prepare draft presentations for meetings (POWWOW) for CEO.
• Minute taking where required, as well as requesting agendas and minutes for upcoming meetings; and, - Manage CEO Expense Claims

Manage Insurance

• Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims;
• Manage all insurance; and,
• Arrange for marine / transit cover where necessary.

Imports and EForex Management

• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex;
• In conjunction with Finance determine cashflow for large purchases, obtain authorization and book FEC in line with forecasted dates; and,
• Balance transactions with bank statements bi-weekly.

Event Planning

• Arrange and manage all aspects linked to large scale internal and external
• events, including but not limited to company Indabas.

Self-Development and Growth:

• Realistic assessment of own strengths and development areas and undertake
• actions to address weaknesses.
• The employee accepts that she may be required to carry out any other tasks as required
• by management based on operational

We are committed to locating the ideal job for you, so we kindly advise against paying for this service. There are no costs associated with securing employment with us.

 

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