• Oversee all daily functions ensuring the organization and staff have a satisfying work environment.
• Provide overall support to Senior Management Team on projects as and when required by the CEO.

Roles and Responsibilities (including but not limited to the ones listed herein)
Office Management
• Develop and manage the operational plan of the CEOs office and ensure implementation and monitoring thereof
• Provide administrative support to the CEO in order to ensure the CEOs schedule is managed effectively
• Manage the arrangement of all meetings, interviews, visits, projects and activities pertaining to the office of CEO
• Manage diary and meetings and provide secretarial services to all CEO meetings and engagements
• Develop and/or review submissions and reports to and from the CEO
• Prepare presentations and talking notes on behalf of the CEO
• In consulting, with corporate service or stakeholder management units, manage all CEO’s public interviews, both internal and external
• Prepare and manage all communications to and from the CEO’s office
• Manage escalations and ensure their prompt resolve
• Manage and oversee the CEO’s budget and procurement plan
• Be responsible for risk, compliance and fraud that pertains to the office of the CEO
• Follow-up and ensure complete implementation of board and its committee resolutions
• Follow-up on all outstanding matters and instructions from the CEO to Management
• Manage all projects required by the CEO by using the principles of good project management body of knowledge
• Manage all records and document in the office of the CEO and ensure there is an efficient document management system
• Be responsible for ICT environment of the CEO and serve as a primary liaising with IT and other support departments
• Coordinate all logistics and prepare materials, meeting pack for all CEO’s engagement
• Management of staff in the office of the CEO.

Executive Assistance
• Manage CEO’s travel in its entirely, including coordination of CEO travel itineraries, flights, accommodation, transportation etc as per the CEO’s requirements
• Review and reconcile CEO’s travel invoices, allowances and payments in a timely manner
• Continually monitor the flow of information going in and out of the CEO’s office.
• Review, prioritize, direct, edit, and delegate a wide variety of complex and confidential requests (incoming memos, submissions and reports) that are presented to the CEO for consideration.
• Serve as a first point of contact to respond, screen and transfer calls as well as receiving of visitors to the CEO
• Be responsible for all vendor management which include development of terms of reference, ordering and receiving of equipment and suppliers, managing service levels, invoicing reconciliation, and addressing any queries.
• Implement and follow up on all requests from CEO and ensure all activities and requests are implemented on time

List the behavioural attributes / knowledge / skills required
Attributes
• Innovation
• Team player
• Tact
• Judgement
• Strategic thinker
• Proactive
• Confidential

Knowledge
• Act as principal contact point for external stakeholders
• Ability to interact with stakeholders at all levels
• Knowledge and understanding of the company policies and procedures applicable to the specific work environment to ensure that work outcomes are compliant to the policies and procedures
• Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes i.e. Knowledge of trends in the industry.

Required Skills
• Business Communication – Intermediate business communication skills enabling verbal and written communication at all levels (particularly at Board level)
• Interpersonal – The ability to interact with people at all levels in the organisation
• Problem solving – The ability to apply the principles of problem-solving techniques and to identify and resolve a problem in the best interest of all stakeholders
• Analytical – The ability to analyse situations and to arrive at the best possible solution
• Presentation – The ability to conduct presentations at all levels in the organisation with and without presentation aids
• Reporting – The ability to accurately give an account of information pertaining to the performance of outputs.

Qualification / Experience
• Bachelor’s Degree in Office Management, Business Administration, Management or equivalent

Technical/Legal Certification
• Registration with the CIS will be an added advantage
• Advanced computer literacy and proficiency in Microsoft office
• Understanding of project management
• Driving license

3 – 5 years More than 5 years
• 5 – 7 years working experience of which 3 years must have been a manager or an executive assistant
• A proven track record in the management of an executive office or
• Experience in a SETA environment or any public entity would be an added advantage.
• Planning – Excellent organisational and planning skills, that ensure work is effectively prioritized to meet deadlines

Other requirements
• Required to work extensive hours
• Required to meet tight deadlines
• Ensures the confidentiality of CEO materials, records and deliberations as appropriate, or as directed by the CEO
• Undertake any reasonable duties as required by the CEO
• Required to travel and have a valid passport

NB: The job description is a guide of minimum tasks and responsibilities and might change from time to time, depending on the organizational requirements and managerial adhoc requests.

Enquiries: Derrick Smith on 011 253 7300****

Interested candidates are encouraged to visit our website to apply: Closing date: 03 December 2022