Job Description

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 PORs 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 / SLAs 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

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