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    Executive Assistant - Cape Town, South Africa - United Exports

    United Exports
    United Exports Cape Town, South Africa

    3 days ago

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    Description

    We are recruiting a dedicated, energetic, well-rounded Executive Assistant for our CEO. The primary purpose of this role is to provide effective, proactive, and professional administrative and secretarial support to our CEO and the assigned Executive members. This person will be the point of contact for all internal and external stakeholders. This role will contribute to the efficiency of the business by managing the flow of information in a timely and accurate manner.


    Key Performance Outputs
    • Screen all incoming telephone calls as well as general emails.
    • Organise and coordinate calendars / activities of the CEO and other senior managers as agreed and keep calendars of assigned executive members up to date.
    • Prepare and distribute agendas for meetings as well as any other content as and when required; including the coordinating of charts, graphs, and other meeting presentation preparation.
    • Take minutes during Executive and Senior Management meetings or when requested and distribute them afterward to all relevant parties.
    • Organise and maintain accessible records of emails and other communication about individual transactions, drafts, and finalised agreements and supporting documentation through developing and utilising filing and retrieval systems of documents.
    • Dictaphone typing, editing, formatting, and proofreading of documents and commercial transaction agreements.
    • Reliable and consistent archiving of drafts and information management.
    • Organise and arrange lunch and/or dinner appointments with external stakeholders.
    • Responsible for all preparations and ordering of catering requirements for board and senior manager meetings, when requested.
    • Do monthly credit card recons in collaboration with the Finance team. Collect all necessary purchase slips and compare them to respective credit card statements.
    • Run personal errands for assigned executive members as and when needed.
    • Facilitate the meeting of deadlines by keeping multiple agendas and providing timely reminders.
    • Building management relationships and communications to be filtered down to staff as and when
    • Office maintenance work and communicating with service providers and invoicing and payments.
    In essence, the core responsibility of this position revolves around providing support to our CEO within the scope of his role. Furthermore, we anticipate the Executive Assistant to assume a proactive stance in various business projects, company secretarial duties, managing legal documentation pertaining to Jon, aiding in presentations, and spearheading email correspondence.

    Requirements

    • Senior certificate/grade 12 / matric.
    • Suitable tertiary qualification in Business Administration and/or Office Administration
    • Minimum 8 years of executive EA work experience in a fast-paced environment.
    • Excellent computer literacy: MS Office (Excel, Word, PowerPoint)Excellent Email etiquette.
    • Customer-centric mindset.
    • Excellent telephone etiquette.
    • Dictaphone typing speed of at least 65 wpm with a high rate of accuracy.

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