Executive Assistant

SUMMARY:
Our client is seeking an experienced Executive Assistant who will be reporting to the CEO.

POSITION INFO:
Job Summary:
Provide or lead a full range of secretarial/administrative support to the Chief Executive Officer (CEO) of the organisation, exercising confidentiality, tact and diplomacy.

Requirements:

• Grade 12
• Diploma in Legal Secretarial / Paralegal
• Minimum of 5 years experience.
• Knowledgeable about import processing.

1. Administration Support
   
   • Manage the purchasing authorisation process from submission of PORs 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/participant in the development and implementation of administrative standards, policies, and practices for the organisation.
2. Secretarial Support
   
   • Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follow 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 / SLAs for customers, property, property plans, etc.
   • Good verbal and written communication skills Ability to act decisively and urgently.
   • High level of emotional intelligence and interpersonal skills.
   • Ability to establish and develop well-aligned, supportive teams.
   • Suitably-developed computer literacy and skills.
   • Appropriate business acumen and entrepreneurial aptitude.
   • Strong problem-solving skills.
   • Creativity.
   • Exceptional attention to detail.

• • 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 authorisation and book FEC in line with forecasted dates; and,
  • Balance transactions with bank statements bi-weekly.

• Maintain standards, practices, policies, and procedures as defined.
• Able to make good business-aligned judgement decisions at an operational level.

• Responsible for all activities linked to the position as defined.
• Ensures that a structure for escalation of responsibility is effective.
• Responsible for the company credit card.

• Maintains the benchmark for transparent, responsive, and open communications within the business and at all levels.
• Ensures an email response within 24 hours.
• Provide guidance telephonically to assist the teams when required within reason.
• Good communication with management and subordinates.

• 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.

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