Job Description

LOCATION: Cape Town.

R HIGHLY NEGOTIABLE PLUS ANNUAL PERFORMANCE BONUS

Our client seamlessly extends corporates, banks and law firms' legal capability to deliver sustainable outcomes. Their goal is to connect the legal sector, moving it from a siloed approach to integrated partnerships. They help in-house legal teams by bringing simplicity to complex matters and replacing broken procedures with efficient processes. The company is a chambers-ranked law company which integrates how legal services are provided so our team, partners, clients and communities thrive together with people at the heart of what they do. They encourage their people to bring their whole self to work and focus on enabling them to realise their full potential.

They now seek an executive assistant to CEO to join their team.

This role offers a chance to excel in a dedicated environment alongside the CEO.

JOB DESCRIPTION WILL INCLUDE BUT NOT BE LIMITED TO:

• You will be responsible for professional support to the CEO and two other leadership team members;
• You will be required to liaise with internal and external parties to secure and coordinate meetings for the CEO and other leadership team members;
• You will be required to follow-up on all actions stemming from the leadership and board meetings;
• You will be required to schedule meetings for leadership team members to meet direct reports and their teams at intervals as agreed and provide follow-up activity;
• You will be responsible for general administrative support to leadership team, including agendas, minutes, memos, letters, reports and presentations;
• You will be responsible for answering the CEOs calls, screening and re-routing of calls (if required);
• You will be responsible for setting up telephone, zoom or video conference calls for the leadership team;
• You will be required to book venues for internal and external meetings and events for the leadership team and organise catering and refreshments (if required);
• You will be required to maintain electronic filing system according to the companys document control standard and procedures;
• You will be required to build and maintain strong business relationships with clients on behalf of leadership;
• You will be responsible for personal support to the CEO;
• You will be required to assist with specific personal errands for CEO (as and when required).
• Travel arrangements:

• You will be responsible for arranging domestic and international flights (liaising with travel agent and online bookings), accommodation and car hire for all travellers ensuring bookings are made timeously and travel costs are optimally managed;
• You will be required to arrange and co-ordinate visa applications, foreign exchange and prepare all necessary documentation for travel;
• You will be required to support the leadership team members with trip planning / routing and prepare detailed itineraries for them.
• Communication:

• You will be required to conduct research in preparation for the leadership team members engagements and meetings as and when required;
• You will be required to ensure the leadership team members notes etc., are prepared in advance for presentations and meetings when required;
• You will be required to ensure the leadership teams presentation materials are professionally prepared and communicated to parties in advance, if necessary.
• Marketing:

• You will be responsible for creating marketing related materials such as slides/presentations for clients;
• You will be required to creating internal communication documentation such as service line overviews;
• You will be responsible for team members and office matters;
• You will be required to assist with the planning of company events, meetings, and employee team building activities or special projects.

CORE COMPETENCIES REQUIRED, BUT NOT LIMITED TO:

• You have a high level of resilience to work in a demanding and pressurised environment and poise to maintain composure at all times;
• You have a keen eye for detail;
• You have the ability to work in a fast-paced, agile environment; quickly assess and prioritise needs;
• You have the desire to delight clients and demonstrate a pleasant and competent demeanour;
• You are comfortable and resilient in working with successful corporate leaders;
• You have discretion in handling sensitive and confidential information;
• You have commitment to the highest level of customer / client service and timely response;
• You have strong interpersonal skills, team orientation and ability to work independently;
• You have strong organisational skills and proactive approach;
• You are able to support the CEO and other senior executives with email management, diary coordination and presentation preparation;
• You have excellent communication (verbal and written) skills in English, this will boost stakeholder engagement, while your proven ability to handle a fast pace and meet deadlines will highlight your professionalism;
• You are familiar with office management, this will help you anticipate and address the needs of the executive team, enhancing organisational efficiency;
• You have honest communication skills:

• Effectively articulate own views and rationale for them;
• Communicate complex topics/concepts in simple way;
• Practice active listening;
• Where they do not know the answer, they will be open but then take steps to find out and provide an update
• You are able to deliver excellence:

• View work as an opportunity to highlight ability and value to the company;
• Retain focus on delivering best outcome;
• Use own time productively to deliver best outcome;
• Delegate effectively but remains accountable for outcome;
• Keen to take on tasks that benefit the wider business;
• You are able to build strong relationships:

• Take time to understand team members' pressures in a wider context;
• Publicly acknowledge help from others;
• Actively encourage collaboration with others from across the business projects;
• Develop network inside and outside of the company;
• You are agile:

• A self-starter;
• Make suggestion for improvements from observations of other areas of the business or from external market;
• Quickly understand complex information and applied it to current situation;
• Adapt to fast-moving work environment where requirements and deadlines frequently change;
• You are able to bring the values alive:

• Prepare own development plan and take responsibility for driving it, whilst utilising the resources and opportunities the company provides;
• Suggest ways to further reinforce the company values;
• Highlight if other team members are struggling to balance work and wellbeing.

CORE QUALIFICATIONS AND EXPERIENCE:

• You have qualification in a relevant field at the tertiary level - this would be a distinct advantage;
• You have a minimum of 5 years' current, relevant proven experience as an executive assistant providing support to C-suite executives / leadership;
• You have a highly professional demeanour: strong emotional intelligence, cultural sensitivity, and intellect to understand intricacies of sophisticated multi-national clients;
• You are proficient in Microsoft Office 365 (Word, Outlook, PowerPoint, and Excel);
• You have extensive calendar management in Microsoft Outlook;
• You have experience working on Mac this would be a distinct advantage.

You believe in yourself; you know you are a highly professional, efficient and effective support specialist - and you have a very high emotional intelligence. You can flex when needed and anticipate and even prevent issues becoming problems. You are a positive person and bring happiness to your workplace. You will be met with a great team - hugely successful and demanding of themselves and a team that play in an international market with ease, based on their wonderful value proposition to clients. You will be proud to work here!

Claire Bourquin Recruitment Consultants