Executive Assistant

Job description

Purpose of the role

The incumbent of the role is responsible for providing strategic, operational, and administrative support to the Manager: Office of GCEO while ensuring the highest standards of governance and compliance.
The incumbent will have the ability to exercise sound judgment in various situations, maintain a high level of professionalism, ethics, and discretion, and handle confidential matters effectively. They will independently manage projects from inception to completion, demonstrate strong organisational skills, and balance multiple priorities in a high-pressure environment.
The overall responsibility includes ensuring that the Company adheres to governance and compliance standards, supporting Board activities.

Job Description 

Diary and schedule management

• Ensure all key business dates, governance cycles, projects and executive commitments are planned and reflected in the executive diary well in advance.

• Proactively manage the diary to optimise the use of time across strategic, operational, regulatory priorities.
• coordinate meetings, workshops, travel and events to support effective decision-making and business flow.

• Prepare and distribute agendas, pre-reading and meeting packs ahead of meetings

Strategic and operational support

• Act as the first point of contact for the Group CEO, handling inquiries and communications with professionalism.

• Assist in monitoring of strategic initiatives.

• Oversee and coordinate strategic business initiative.

Stakeholder and relationship management

• Build and maintain relationships with key stakeholders, both internal & external.
• Represent the Group CEO in meetings and events when required, ensuring his vision and objective is effectively communicated.

Administrative and executive support

• Provide comprehensive administrative support to the Group CEO, including handling confidential information, drafting and editing documents, and managing correspondence.

• Screen and respond to phone calls, directing them appropriately and ensuring prompt follow-up.
• Support group CEO by streamlining processes, optimising information flow, and improving communication channels.

• Ensure that all operational matters, documents, and key initiatives are well-coordinated and aligned with organizational priorities.

Travel and logistics management

• Coordinate travel arrangements, including booking flights, accommodation, and preparing detailed itineraries for local and international trips

Report Preparation and data consolidation

• Collate, review, and consolidate divisional executive reports on a regular basis as per the calendar.

• Conduct research and gather insights to support decision-making processes and strategic planning.

• Develop presentations for executive meetings, incorporating divisional data and insights as required.

Budget and financial oversight

• manage Group CEO office invoices, and reconcile expenses to be submitted to finance

Project management and follow-up

• Provide coordination and support for various projects, tracking progress and ensuring timely completion of tasks.

Confidential records management

• Maintain and update records, databases, and filing systems, ensuring data accuracy and confidentiality.
• Ensure compliance with data protection regulations

Requirements

• Matric (Grade 12)
• A BCom degree or degree in Business Administration, Communications or related field
• Minimum 7+ years’ experience working with senior executives, media industry experience is advantageous
• Flexibility to work outside standard office hours when necessary.
• Valid Driver’s license - May require occasional travel
• Advanced skills MS Office, Excel, PowerPoint, Outlook
• Proficiency in Apple/macOS
• Proven ability to use a variety of multimedia communication tools
• Self-directing ability – show initiative, identify challenging area and solve
• Project management - ability to multitask and prioritize tasks effectively
• Outstanding Microsoft skills
• Proficiency in Apple/macOS
• Strong verbal and written communication skills
• Excellent time management skills
• Developed organizational skills
• Excellent interpersonal skills
• Creativity
• Good organizational skills
• Ability to work within a team and independently

Posted on 21 Jan 13:49, Closing date 22 Mar