VACANCY: EXECUTIVE PERSONAL ASSISTANT The Executive PA is primarily responsible to provide administrative support, on a one-to-one basis to the CEO. She/he will help the CEO to make the best use of his time by dealing with secretarial and administrative tasks. PA need extensive knowledge of the organisation and need to know who key personnel are (both external and internal) and understand the organisations aims and objectives. Discretion and confidentiality are essential attributes for the position. Responsibilities: To successfully perform this job, the individual must be able to perform the following job responsibilities satisfactorily: • Coordinate and maintain the daily schedule of the CEO • Initiate appropriate action with reference to CEO’s diary and daily instructions • Advise the CEO of current or potential diary conflicts and manage stakeholders to ensure appointments are scheduled to maximise CEO’s productivity • Organise local and international travel arrangements of the CEO and Board members • Check and ensuring that all relevant travel documents of the CEO are ready prior to departure • Take minutes, transcribe recorded conversations to writing, identifying key discussion points relevant to the conversation • Prepare and produce documents, minutes, reports, presentations for the CEO • Ensure accurate proof reading, typing, formatting and grammar of all reports, documents, emails etc prepared on behalf of the CEO • Prepare PowerPoint presentations • Compile all Yookos Board meeting minutes including Board packs, agenda preparation and formatting including distribution thereof • Prioritise work to support CEO’s priorities and ensure attention to detail at all times • Regularly follow up on action items before the next seating of the meeting or any issues raised by the CEO during meetings, via email or verbally in his office. • Escalate missed deadlines to the CEO before the next meeting • Create and maintain records management system to store all CEO documents securely • Ensure accurate and timely filing, retrieval of current and historic records • Correspond, communicate, organise and coordinate all CEO meetings • Act as a venue coordinator to manage all CEO meetings ensuring venue is setup appropriately, events include Board meetings, Strategic meetings, EXCO meetings and Ad hoc meetings as directed by the CEO • Arrange refreshments and catering for meetings as requested • Develop systems and improve efficiencies to existing processes within the role • Assist in achieving all documents required for Yookos operations • Perform any additional duties as directed by CEO e.g. special projects, personal issues if and when required by CEO • Build a positive and constructive relationship with all stakeholders e.g. Board members, EXCO members etc. Education & Qualifications: • Relevant Tertiary Qualification ( Diploma in Business Administration or Secretarial) Skills/knowledge and experience required to perform optimally in role: • Minimum of 4 - 5 years’ experience providing administrative assistance in a similar executive role • Proficiency in MS Office ( advanced level in MS Office) • Good communication skills • Strong administrative skills and attention to detail • Highest level of integrity and judgement • Valid driver’s licence an advantage Competitive remuneration package, to be negotiated based on qualifications and experience.
Posted on: Wed, 06 Nov 2013 07:38:17 +0000
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