EXECUTIVE ASSISTANT

SUMMARY:
EXECUTIVE ASSISTANT TO CEO 
OTTERY 
R800 000 CTC PA

POSITION INFO:
Minimum requirements:

• Grade 12
• Relevant Degree/Diploma
• Minimum 5 years' experience

• Management of purchasing authorisation process from submission of POR’s to handover of signed invoices for payment
• Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees
• Arrangement for and management of Forex linked to international travel
• Ad hoc personal bookings and searches for the CEO
• Act as a support / participate in the development and implementation of administrative standards, policies and practices for the organisation
• Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follows up on the status of assignments
• Receive, screen and direct incoming calls, visitors, mail and email
• Maintain files, records, calendars and diaries
• Control filing linked to and access to contracts / SLA’s for customers, property, property plans etc.
• Co-ordinates meetings, submission of reports to shareholders and arranging of catering for board meetings
• Prepare draft presentations for meetings for CEO
• Minute taking where required, as well as requesting agendas and minutes for upcoming meetings
• Manage CEO Expense Claims
• Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims
• Manage all insurance; and arrange for marine / transit cover where necessary
• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex in conjunction with Finance determine cashflow for large purchases
• obtain authorization and book FEC in line with forecasted dates
• Balance transactions with bank statements bi-weekly
• Arrange and manage all aspects linked to large scale internal and external events, including but not limited to company Indabas