Assistant - Office of the Group CEO

Provides direct assistance to the company secretary and manager: office of the GCEO and GCEO, along with general administrative support.

Job description

Calendar and scheduling management

• Manage complex calendars and scheduling for the company secretary, manager: office of the GCEO, and GCEO.
• Coordinate internal and external conference calls and meetings with stakeholders.
• Manage diary booking and planning with strategic prioritisation.

Travel coordination

• Manage domestic and international travel arrangements for the executive and department.
• Assist and coordinate group travel for conventions and special events.

Expense and budget management

• Manage expense coordination and submission.
• Track department budgets to ensure compliance.
• Process, submit, and track department invoices and purchase orders.

Team and event coordination

• Develop, organise, execute, and assist with team activities such as staff meetings, off-sites, and social events.
• Coordinate team events, strategy sessions, and team birthdays.
• Organise catering for meetings.

Administrative support

• Serve as gatekeeper for the company secretary, manager: office of the GCEO, and GCEO.
• Facilitate in-person meetings by securing boardrooms, IT needs, and site access.
• Take minutes during meetings and distribute them timeously to all stakeholders.

Document and report management

• Create and manage team documents and assist with the coordination of presentation decks, and reports.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Collaborate with the group company secretary to coordinate the department’s reporting process (monthly, quarterly, and weekly reports), ensuring that deadlines are promptly communicated to the team and relevant stakeholders.

Liaison and coordination

• Function as liaison between finance and vendors for invoice processing.
• Manage high-volume coordination of tasks and/or project management.
• Coordinate input for presentations among departments.

Office and space management

• Ensure all stationery, equipment, and facility's needs are met.
• Assist with day-to-day supply needs, IT, and building repair requests.

Collaboration and culture

• Work closely with the leadership team, business partners, and colleagues.
• Partner with other executive assistants across the company to coordinate Exco deliverables.
• Support a positive team culture.

Requirements

• Matric.
• Administrative-related diploma or degree.
• At least two years’ experience working with senior executives (media industry experience is advantageous).
• Advanced skills in Microsoft Office (Excel, PowerPoint, Outlook).
• Proficiency in Apple/macOS.
• Proven ability to use a variety of multimedia communication tools.
• Self-directing ability – show initiative, identify challenges, and problem-solve.
• Strong project management skills – ability to multitask and prioritise tasks.
• Outstanding Microsoft Office skills.
• Great verbal and written communication skills.
• Excellent time management skills.

Apply now!

Please note only candidates with the required experience will be contacted and considered. If you are not contacted within fourteen days, kindly consider your application unsuccessful.

Posted on 03 Apr 12:44, Closing date 2 Jun