Job Description

Primary Purpose of the JobBDO South Africa is seeking an experienced and highly professional Executive Assistant to provide comprehensive support to the CEO. The ideal candidate will have a proven track record in executive support, exceptional communication skills, and the ability to manage multiple projects and priorities. This role requires a high level of discretion, professionalism, and the ability to work in a fast-paced environmentMain Duties and ResponsibilitiesGeneral CEO Office Management

• To support the CEO by providing professional and confidential administrative & secretarial services.
• Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO.
• Act as a gate keeper to the CEO and ensure adequate resolution of general queries or issues.
• Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management.
• Manage leave for CEO and direct reports. Process and prepare all payment requests, administer company credit card, expense claims and other payments.
• Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.
• Attend to any other ad-hoc activities required by the CEO.

Communication Management

• Build and maintain mutually beneficial relationships with internal and external stakeholders.
• Screen and prioritise correspondence including emails, letters, memoranda and documents.
• Maintain awareness of all issues being handled by the CEO in order to understand priorities and enable quick responses.
• Discuss the work schedule daily to check priorities, ensure that the CEO is aware of appointments for the day and schedule/reschedule according to changes that may occur.
• Screen calls and emails, respond to basic enquiries and attend to meeting requests.
• Ensure that correspondence is timeously dealt with
• Coordinate and provide the following support to CEO:

• Governance of meetings and taking of minutes.
• Preparing presentations
• Collation of reports
• Drafting memorandums
• Responding and acknowledgement of communication on behalf of the CEO.

EXCO and Board meetings

• Coordinate all internal meetings and feedback sessions from Stakeholders.
• Coordinate all Board, Exco and Partner & Director meetings and events that are specific to the CEO Office.
• Take responsibility for arranging and organising all logistic requirements for these meetings/sessions.
• Attend to any outstanding actions resulting from meetings arranged and/or attended.
• Exchange and obtain information for senior management and external clients/suppliers.
• Track and compile inputs, comments and decisions received after meetings.
• Ensure all the actions from previous EXCO meeting are communicated to all and progress on/completion of deliverables is followed up and documented.
• Facilitate the creation and distribution of the EXCO Agenda and supporting documents.
• Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings.
• Compile all board/information/investor packs for these meetings.
• Collaboration with internal and external high impact events including or involving the CEOs office.

Project Coordination

• Assist in the planning and execution of special projects and initiatives led by the CEO.
• Monitor project timelines, deliverables, and progress.
• Coordinate with various departments to ensure alignment and support for project goals.

Qualifications

• Bachelors degree in Business Administration, Communications, marketing or a related field.

Experience

• Minimum of 5-7 years of experience in an executive support role within the CEOs or CFOs Office, preferably in a corporate environment.

Competencies: Skills, CompetenciesJob Skills and Competencies

• Advanced MS office (particularly Excel and PowerPoint)
• Database Management
• Record keeping
• Project management Skills

Behavioural Competencies

• Excellent written and verbal communication skills
• Ability to prioritise and work under pressure
• Problem solving and analytical thinking skills
• Highly organised, detail oriented and able to multitask
• A team player with well-developed interpersonal skills

BDO Core Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Business Growth
• Engaging people
• Inclusive Agile Leadership
• Quality, Risk management and Operational transformation

BDO