Executive Assistant & Manager to the CEO’s Office (FTC 6 Months)

at  BDO South Africa

General CEO Office Management

• To support the CEO by providing professional and confidential administrative & secretarial services.
• Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO.
• Act as a gate keeper to the CEO and ensure adequate resolution of general queries or issues.
• Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management.
• Manage leave for CEO and direct reports. Process and prepare all payment requests, administer company credit card, expense claims and other payments.
• Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.
• Attend to any other ad-hoc activities required by the CEO

Qualifications

• Bachelor’s degree in Business Administration, Communications, marketing or a related field

Experience

• Minimum of 5-7 years of experience in an executive support role within the CEO’s or CFO’s Office, preferably in a corporate environment

Job Skills and Competencies

• Advanced MS office (particularly Excel and PowerPoint)
• Database Management
• Record keeping
• Project management Skill

PRIMARY PURPOSE OF THE JOB

BDO South Africa is seeking an experienced and highly professional Executive Assistant to provide comprehensive support to the CEO. The ideal candidate will have a proven track record in executive support, exceptional communication skills, and the ability to manage multiple projects and priorities. This role requires a high level of discretion, professionalism, and the ability to work in a fast-paced environment

MAIN DUTIES AND RESPONSIBILITIES

General CEO Office Management

• To support the CEO by providing professional and confidential administrative & secretarial services.
• Initiate, establish, implement, maintain and monitor administration systems and procedures for the CEO.
• Act as a gate keeper to the CEO and ensure adequate resolution of general queries or issues.
• Manage and maintain CEO schedules, including scheduling of meetings, conferences, making of appointments and effective diary management.
• Manage leave for CEO and direct reports. Process and prepare all payment requests, administer company credit card, expense claims and other payments.
• Manage all travel, flights, accommodation, venue and transport arrangements and compile detailed itinerary for CEO.
• Attend to any other ad-hoc activities required by the CEO.

Communication Management

• Build and maintain mutually beneficial relationships with internal and external stakeholders.
• Screen and prioritise correspondence including emails, letters, memoranda and documents.
• Maintain awareness of all issues being handled by the CEO in order to understand priorities and enable quick responses.
• Discuss the work schedule daily to check priorities, ensure that the CEO is aware of appointments for the day and schedule/reschedule according to changes that may occur.
• Screen calls and emails, respond to basic enquiries and attend to meeting requests.
• Ensure that correspondence is timeously dealt with
• Coordinate and provide the following support to CEO:
• Governance of meetings and taking of minutes.
• Preparing presentations
• Collation of reports
• Drafting memorandums
• Responding and acknowledgement of communication on behalf of the CEO.

EXCO and Board meetings

• Coordinate all internal meetings and feedback sessions from Stakeholders.
• Coordinate all Board, Exco and Partner & Director meetings and events that are specific to the CEO Office.
• Take responsibility for arranging and organising all logistic requirements for these meetings/sessions.
• Attend to any outstanding actions resulting from meetings arranged and/or attended.
• Exchange and obtain information for senior management and external clients/suppliers.
• Track and compile inputs, comments and decisions received after meetings.
• Ensure all the actions from previous EXCO meeting are communicated to all and progress on/completion of deliverables is followed up and documented.
• Facilitate the creation and distribution of the EXCO Agenda and supporting documents.
• Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings.
• Compile all board/information/investor packs for these meetings.
• Collaboration with internal and external high impact events including or involving the CEO’s office.

Project Coordination

• Assist in the planning and execution of special projects and initiatives led by the CEO.
• Monitor project timelines, deliverables, and progress.
• Coordinate with various departments to ensure alignment and support for project goals.

Qualifications

• Bachelor’s degree in Business Administration, Communications, marketing or a related field.

Experience

• Minimum of 5-7 years of experience in an executive support role within the CEO’s or CFO’s Office, preferably in a corporate environment.

Competencies: Skills, Competencies

Job Skills and Competencies

• Advanced MS office (particularly Excel and PowerPoint)
• Database Management
• Record keeping
• Project management Skills

Behavioural Competencies

• Excellent written and verbal communication skills
• Ability to prioritise and work under pressure
• Problem solving and analytical thinking skills
• Highly organised, detail oriented and able to multitask
• A team player with well-developed interpersonal skills

BDO Core Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Business Growth
• Engaging people
• Inclusive Agile Leadership
• Quality, Risk management and Operational transformation