Personal Assistant to CEO | IT Recruitment

Position Purpose:

  • Responsible for providing an efficient administrative support to the CEO regarding business related tasks, as well as arranging personal matters.
  • Represent the office of the CEO in a professional, highly confidential and credible way at all times.
  • Responsible for management and oversight of the company digital marketing and social media platforms.
  • Achieve cross-functional cooperation through collaboration and team work.

 

Key stakeholder Relationship:

Internal

  • Executives, managers and staff

 

External

  • Board members, clients and suppliers

 

Experience & Qualifications:

Minimum Qualification:

  • Matric
  • Secretarial Diploma/Certificate would be an advantage

 

Minimum Experience

  • 5 years’ experience as secretary/ PA

Other Requirements

  • Flexibility to work extended hours and be available after hours and over weekends, if required, due to different time zones
  • Driver’s license and own car

 

Key Performance Areas & Indicators:

EFFECTIVE DIARY MANAGEMENT

Tasks

  • Proactively and effectively manage the calendar of the CEO
  • CEO awareness of schedule and timely briefing of any issues requiring attention
  • Prioritise conflicting needs, handle matters expeditiously and proactively
  • Ensure appointments are entered into calendar, invites sent to attendees and logistical arrangements made
  • Arrange personal matters, as and when required, so as to free up the CEO’s time

KPI’s

  • Ensure effective utlisation of CEO’S time
  • Appropriate access
  • Keep CEO aligned to schedule
  • Identify diary conflict well in advance and discuss with CEO
  • Adequate advance communication to relevant parties
  • Efficient and prompt delivery of personal assistance

Tracking Report /BI Tool

  • Efficient management of CEO’s calendar

 

MANAGE COMPANY TRAVEL ARRANGEMENTS

Tasks

  • Book and confirm all travel arrangements including:
    • Booking Of Flights
    • Transfers
    • Accommodation
    • Travel Insurance
    • Visa Applications
    • Airline Loyalty Cards
    • Passport expiry dates
  • Arrange forex, reconcile cash and credit card expenses and submit claims to Finance

KPI’s

  • Produce travel pack with all documents, 24 hours in advance
  • Resolve any changes or disruptions to travel plans
  • Communicate with affected parties timeously
  • Ensure timely re-imbursement of expenses

Tracking Report /BI Tool

  • Quality of administration

MARKETING CO-ORDINATION

Tasks

  • Assist with ad hoc projects and company events, as and when required
  • Manage and coordinate marketing activities including;
    • Collation and writing of the company newsletter, CEO communication on behalf of the CEO, company web site and the company intranet etc.
    • Social media platforms i.e Facebook, LinkedIn

KPI’s

  • Colloborate with colleagues
  • Assist Exco members, as and when, requested
  • Deliver on agreed outcomes
  • Deliver agreed project outcomes
  • Correct spelling and grammar, inappropriate tone of language

Tracking Report /BI Tool

  • Execution of projects

CO-ORDINATE MEETINGS FOR CEO

Tasks

  • Co-ordinate meetings by
    • Preparing agenda
    • Sending invites to attendees
    • Booking boardrooms /venues
    • Arranging conference calls
    • Setting up equipment
    • Organising catering
    • Taking minutes
    • Review and sign off of minutes
    • Distribution of minutes to all relevant parties
  • Prepare Power point decks, reports and/or Excel workbooks for Board presentations

 

KPI’s

  • Accurate minute taking
  • Efficient arrangements
  • Within agreed timelines
  • Accurate, high quality at MS Advanced level
  • Prepared on time

Tracking Report /BI Tool

  • Agenda Meeting Packs & Minutes

 

ADMINISTRATIVE SUPPORT

Tasks

  • Screen all telephone calls, take messages or direct the caller to the appropriate department
  • Sort, screen and prioritise incoming emails, draft correspondence
  • Bring key issues to attention of CEO
  • Ensure requests from CEO for information and /or reports are submitted on time
  • Ensure tasks such as vendor payment, couriers, scanning, photo copying, binding, stationery and office filing are managed efficiently

 

KPI’s

  • Efficient and prompt response to all queries
  • Relay messages accurately
  • In appropiate business language
  • Escalate priority emails if necessary
  • Deadlines met by all relevant parties
  • Efficient co-ordination of resources
  • Accurate and up to date filing at all times

Tracking Report /BI Tool

Formal and  informal feedback from stakeholders

  

Competency requirements for position

KNOWLEDGE

  • Knowledge of basic accounting principles including reconciliations and invoicing
  • Knowledge of standard MS Office software packages
  • Ability to learn company specific software

 

SKILLS

  • Advanced level of MS Office Word, Powerpoint and Excel essential
  • Skill in digital marketing and social media platforms
  • Strong organisational skills, with the ability to multi-task
  • Excellent interpersonal skills
  • Excellent written and verbal communication skills in English; correct spelling and grammar
  • Typing speed of 55 words per minute

BEHAVIORAL

  • Integrity
  • Highly confidential
  • Emotionally mature
  • Reliable
  • Conscientious
  • Attention to detail and accuracy is essential
  • Effective decision making
  • Solution orientated “can do attitude”
  • Tactful and diplomatic
  • Ability to work under pressure and meet deadlines
  • Stress tolerant and resilient

 

Key Performance Areas:

  • Diary Management 20%
  • Travel Arrangements 20%
  • Marketing Co-ordination 20%
  • Co-ordination of Meetings 20%
  • Administrative Support 20%
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