Permanent - Executive PA to the CEO - Johannesburg (Incl. Northern Suburbs) - South Africa

Purpose summary:

Performs secretarial / organisational administrative support duties and attends to routine and specific matters of the organisation for the CEO’s office.

Job description:

Manage the CEO calendar and independently schedule appointments and day-to-day travel arrangements.

Manage dairies and coordinate calendars for the senior executives and senior management as required.

Screen incoming calls and correspondence and independently respond when possible.

Arrange events or conferences by arranging for facilities and caterer, issuing information or invitations and coordinating speakers.

Arrange detailed travel plans and itineraries, compile documents for travel-related meetings.

Collaborate with others in preparation of the CEO's quarterly report to the Board. Complete credit card reconciliation for the CEO, and assist office manager with consumable purchases.

Ensure timely receipt, signing and filing of all Exco, Board and Board Committee meetings.

Ensure pre-board and board committee meetings (internal and with the board/committee chair) are held in advance of all meeting packs needing to be sent to the board/committee.

Communication in role:

Basic explanation of products or services to customers or clients Detailed e-mail, fax or mail correspondence

Detailed technical explanation of products, services or systems to internal or external customers or clients

Detailed verbal or written instructions or requests to employees or contractors

Routine communication in connection with instructions, requests or normal work tasks

Routine communication with customers or clients

Diploma / NQF level 6 Essential

Up to 6 years Executive PA (C-Suite) level experience

Exceptionally well presented, well spoken, corporate level

Behavioural Competency:

Analysing and forming opinions: Being focused on examining matters in a systematic way

Dealing with ambiguity: Can effectively cope with change. Can decide and act without having the total picture. Can comfortably handle risk and uncertainty

Discernment/Judgement: Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Attention to detail:

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently

Initiative: Takes action without being asked or required to. Achieves goals beyond the job requirements. Is proactive. Takes prompt action to accomplish objectives. Has the ability to assess and initiate things independently.

Leadership Competency:  Building trust Interact with others in a way that gives them confidence in one’s motives and representations and those of the organisation. Is seen as direct and truthful. Keeps confidences, promises, and commitments.

Decision making/Problem solving:  Breaks down problems into components and recognizes interrelationships. Makes sound, well-informed, and objective decisions. Compares data, information, and input from a variety of sources to draw conclusions. Takes action that is consistent with available facts, constraints, and probable consequences

Building effective teams: Creates strong morale and spirit in his/her team. Shares wins and successes. Fosters open dialogue.

Technical Competency

Cross-functional awareness:  Understanding the different contributions from other departments and working with colleagues from across the organisation to achieve better results. Working co-operatively with diverse teams, work groups and across the organisation to achieve the organisation's goals - this includes communicating effectively and collaboratively with others.

Communication: Clearly conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback. Keeps others informed as appropriate. Demonstrates good written, oral, and listening skills.

Administrative skills:  Communicating, computing, organising, planning, scheduling, or staffing.

Commercial awareness:  Demonstrates a full understanding of how businesses and industries operate. Knows his/her own market well and is commercially aware

Business performance management: Considering and evaluating overall business performance to determine where improvements can be made and how the organisation can be more effective in reaching organisational goals and achieving its strategic vision. Includes the ability to manage, operate, monitor and report on business performance.