Our client based in Cape Town requires the services of a DynamicExecutive Assistant to join the team.Purpose of the Role:Provide a Secretarial / Administrative support to the Chief Executive Officer of the organization.Role: Executive AssistantLocation: Cape Town - Western CapeQualification:Grade 12Diploma/degree in Legal Secretary/ParalegalMin 5 years related experienceCompetencies:Advanced - Microsoft OfficeOffice practiceImports processingSkills:Strong administrative skillsLeadership and management skillsExcellent organisational skillsGood verbal and written skills (English & Afrikaans)Ability to act decisively and urgentlyHigh level of emotional intelligence and interpersonal skillsAbility to establish and develop well aligned supportive teamsAdvanced Business acumen and entrepreneurial aptitudeStrong problem-solving skillsExceptional attention to detailRole & ResponsibilitiesAdministrative Support:Provide the full range of Administrative support including but not limited to:Management of purchasing authorisation process from submission of PORs to handover of signed invoices for payment.Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees.Arrangement for and management of Forex linked to international travel.Ad hoc personal bookings and searches for the CEO.Act as a support/participate in the development and implementation of administrative standards, policies and practices for the organisation.Secretarial Support:Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follow up on the status of assignments.Receive, screen and direct incoming calls, visitors, mail and email.Maintain files, records, calendars, and diaries.Control filing linked to and access to contracts/SLAs for customers, property, property plans, and so on.Co-ordinate meetings, inclusive of board operations, submission of reports to shareholders and arranging of catering for board meetings.Minute taking where required, as well as requesting agendas and minutes for upcoming meetings.Manage CEO Expense Claims.Manage Insurance:Manage vehicle insurance portfolio from addition/removal of vehicles onto the policy to management claims.Manage all insurance and arrange for marine/transit cover where necessary.Imports and Forex Management:Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex.In conjunction with Finance, determine cash flow for large purchases, obtain authorization and book FEC in line with forecasted dates.Balance transactions with bank statements bi-weekly.Event Planning:Arrange and manage all aspects linked to large scale internal and external events, including but not limited to company Indabas.Self-Development and Growth:Realistic assessment of own strengths and development areas and undertake actions to address weaknesses.
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