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    Executive Assistant: Chief Executive Officer - Johannesburg, South Africa - Salt Employee Benefits

    Salt Employee Benefits
    Salt Employee Benefits Johannesburg, South Africa

    1 day ago

    Default job background
    Full time
    Description

    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 CEO's 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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