Operations, Organization Skills, Professional Skills, Minutes, Executive Administrative Assistance, Multitasking, Diary Management, Administrative Assistance
Job description
POSITION TITLE
Executive and Operations Assistant
This role has a dual functionality, namely:
- The accountability for the smooth running of the office of the CEO through diary management, communications and stakeholder management, removing administrative hurdles so that he can focus on strategic work.
- Provide a broad range of administrative support functions for the Operations Department which include coordinating office communications, scheduling, and overseeing the Departments activities, ensuring everything operates smoothly.
The over-arching responsibility of the role is to ensure smooth information flow and collaborative efforts between the different departments.
DEPARTMENT
Operations
LOCATION / OFFICE
Tyger Waterfront, Cape Town
REMUNERATION BRACKET
Market related with benefits included in CTC
MINIMUM REQUIREMENTS (PLEASE DO NOT APPLY IF YOU DO NOT MEET THE MINIMUM CRITERIA)
- Matric and tertiary studies
- Higher Diploma in Office Administration is preferred
- 2 3 years proven experience as an Executive Assistant or similar role, preferably supporting C-level executives in a fast-paced environment
- Minimum 4 years administrative experience
- Sound application of the Microsoft Office suite (Excel, PowerPoint, Word, Project).
- The ability to learn new technology tools and platforms quickly
Executive Assistant to the CEO duties:
- Pro-actively manage the diary of, and anticipate the needs of the CEO, resolving operational and administrative issues before they arise
- Set up necessary Committee and stakeholder meetings.
- Take minutes from meetings where requested.
- Ensure all meeting packs are well prepared ahead of the meeting the CEO is attending.
- Prepare meeting rooms, and manage technology requirements for presentations and video conferences.
- Keep the CEO aware of urgent requests from internal and external stakeholders where his attention is required.
- Engaging with the Exco team members to highlight important matters, and arrange ancillary meetings where necessary.
- Assisting the CEO to proactively manage the action items and following up on outstanding action items.
- Takes calls directed to the CEO, including taking messages.
- Document management and record-keeping.
- Preparation of draft reports as requested.
- Conduct clerical research and obtain pertinent materials and information for completing reports.
- Any other relevant ad-hoc requests.
Operations Assistant duties:
- Assist with new projects arising from the Operations function.
- Provide a broad range of administrative support functions for the Operations Department which include coordinating office communications, scheduling, workflow, and processing of office forms.
- Coordinate and maintain various events, schedules, and calendars.
- Serve as a primary point of contact for Operations communications.
- Prioritise, compose, and disseminate written and oral information to internal and external stakeholders.
- Respond to inquiries.
- Conduct research and analytical activities involving the gathering of background material and data in support of projects.
- Take and transcribe minutes of meetings.
- Maintains confidential files and records for the Operations Department.
- Perform other related duties as assigned.
- Strong written and verbal communication skills.
- Exceptional organisational and time-management skills with the ability to multitask and prioritise effectively.
- A strong eye for detail.
- Discretion and the ability to handle confidential information with professionalism.
- Flexibility and adaptability to work in a dynamic and ever-evolving environment.
- A proactive and resourceful mindset.
- Ability to build and maintain good relationships with key stakeholders.
- Ability to work autonomously.
