Executive Assistant to the Managing Director & CEO

Candidate Profile

Minimum Bachelor's degree or equivalent experience
Eight (8) years' work experience with at least four (4) years in an executive office management role
Experience in diary management / researching and booking of travel and accommodation essential
Above average use of Microsoft Office (Word, Excel and PowerPoint and Outlook).
Knowledge and experience in the use of SAP and SAP Elevate would be an advantage.
Excellent oral and written communication skills and ability to professionally represent the office of the MD & CEO.
Key competencies include excellent organisational and administration skills, strong sense of confidentiality, ability to priorities, ability to work under pressure and multitask and excellent interpersonal skills. English is the working language and knowledge of French would be an added advantage

Activities

Management of the MD & CEO's Office

to coordinate, manage and maintain the MD's diary.
to conduct weekly diary meetings with the MD & CEO to discuss upcoming engagements, invitations, and requests
to prepare and manage incoming and outgoing correspondence
to filter and sift information, queries, phone calls and invitations to the md by redirecting to the appropriate contacts.
to participate in the coordination board meetings
to arrange and coordinate travel and accommodation for overseas visitors to the md
to arrange and coordinate meeting and conferences for TMSA management committee.
to compile and produce all presentations in various formats
to ensure that documentation is complete whenever the CEO is required to append his signature
to screen, review and action emails on behalf of the MD
to liaise and communicate with internal and external stakeholders
to provide essential office management services for CEO's office including secretarial services for the Deputies Vice President Southern Africa for zone activities.
to prepare for MANCOM meetings and coordinate arrangements for the meeting.

Travel Management

Search, schedule & book flight in advance for the MD and deputies on the CWT system; Approve on behalf of MD's travel request on CWT system
Book boarding visas in advance where & when required, Book and issue travel vouchers, hotel vouchers and transfer vouchers on time
Check in online and send boarding passes to MD and deputies; Arrange expediting services at the airport in advance
Liaise and update MD on the change in travel system; Update and inform MD of cancelled & rescheduled flights in advance
Inform & update the MD driver on all upcoming trips; Assist with travel and other logistics on MD visits
Update the security office of MD's or deputies travel or external/international guests

Expense claim

Collect and compile a list of all MD's claims for the month; International expenses and convert all currencies
Process AFA Managing Directors expense claims; Liaise with AFA MD's personal assistant for verification of expense claims
Check and verify all expenses and process them on excel sheet; Acquire all signatures required within the due date
Submit expense claims to payroll for payment within the cutoff date

Representation

Context & Environment

Organizational - the position interacts with different and high-profile stakeholders requiring execution of duties with a strong sense of professionalism, high level communication skills and integrity and confidentiality.
Safety and Security - a high sense of ownership and awareness of one's and other's surrounding to ensure safety of person and intellectual property and business intelligence.
Legal - full understanding of the delegation of authority with the office of the MD & CEO and help safeguard the company against risk and exposure by having good control of incoming and outgoing information in whatever form

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