POSITION : EXECUTIVE ASSISTANT TO CEO

REPORTING LINE : CHIEF EXECUTIVE OFFICER

LOCATION : JOHANNESBURG

CONTRACT TYPE : FULL TIME PERMANENT

HOURS : 40 HOURS PER WEEK

Required Minimum Education / Training

• Diploma (or equivalent qualification) in Business Administration or relevant qualification.
• Minimum of two (2) years’ experience as an Executive Assistant (EA).
• Experience drafting reports and project implementation.
• Experience developing and implementing monitoring and evaluation (M&E) systems.

Role Summary

• To provide a high quality, responsive EA service to the CEO and to provide specialised assistance in order to ensure operational effectiveness and efficiency.
• To provide liaison and secretarial support for the Board of Directors.
• To design effective communication processes to ensure that the CEO’s decisions are clearly communicated to relevant stakeholders.

ANNEXURE 2: EXECUTIVE ASSISTANT DUTIES

2. Executive Assistant to CEO

• Manage, coordinate, and maintain calendar of CEO, including appointments, meetings and travel.
• Organise internal and external meetings on behalf of the CEO, ensuring all necessary requirements are met, e.g., meeting venue, equipment, presentations, preparation of agendas.
• Provide executive and administrative support to the CEO.
• Organise CEO travel and logistics, including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completion of expenses claims.
• Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk-ins, ensuring correct department referral and distribution.
• Secretarial support for meetings as and when required by the CEO, including draft and circulation of meeting agendas, preparation of minutes, communication of meeting reminders, confirmation of venues and arrangement of refreshments.
• Write and distribute comprehensive minutes and action points to all members post meeting.
• Draft and write high quality reports and presentations, as required by the CEO.
• Communicate important updates and information to relevant parties, as required by CEO.

2.1 Personal Assistant, Secretarial Services & Administration

• Daily liaison between CEO and members.
• Daily provision of secretarial and administrative duties.
• Regular management of travel arrangements for CEO and Board Members.
• Follow-ups with relevant stakeholders on decisions taken by the CEO.
• Logistical support to the CEO as requested, as and when required.
• Coordinate and facilitate the evaluation CEO’s performance annually.
• Regular liaison with the other sections and stakeholders.

2.2 Meeting Administration & Coordination

• Preparation and circulation of all notices pertaining to executive committee meetings (Board, Sub-Committees, AGM), at least 7 days’ prior to scheduled time. Compilation, preparation and circulation of all relevant packs, agendas and meeting resolutions within the prescribed time.
• Regular coordination and communication with relevant executive members regarding events and meetings.
• Sourcing, booking and facilitation of required meeting venues and accommodation for CEO and Board members as and when necessary.
• Management, compilation and circulation of meeting registers with all relevant parties.
• Record, transcribe and prepare accurate minutes for executive committee meetings within two weeks of meetings occurring. This includes updating and formalising any amendments and changes requested in subsequent meetings.
• Management of all event logistics, including refreshments, support services, etc.

2.3 Competencies

• Strong knowledge of the arts sector.
• Excellent written, verbal, presentation and communication skills; strong command of grammar, spelling and style.
• Excellent attention to detail, particularly when undertaking administrative tasks (e.g., data entry, emailing surveys).
• Ability to work independently with little supervision, as well as part of a team.
• Ability to prioritise, multi-task, and an agility to shift priorities frequently, with little notice, and where necessary.
• Ability to work within tight deadlines to produce quick outcomes with required deliverables met.
• Ability to attend arts sector events in the evenings
• Ability to work under pressure.
• Strong attention to detail, with good communication skills (written and oral)
• Good planning skills
• Hands-on, solutions-oriented and self-motivated
• Strong organisational and prioritisation skills