Details about position

Key Performance Areas (KPAs)
Management of annual calendar

  • Collate all of the strategic conference sessions, international board meetings, investor road
    shows/lunches and traveling (private and business) into one annual calendar and manage
    all changes

Manage mail, calendar and contact list

  • Schedule appointments and maintain a daily calendar, taking responsibility for managing
    changes, actions and reminders and act as a ‘gatekeeper’
  • Screen email account and make the CEO aware of any actions/responses to be taken
    and action accordingly
  • Keep record of important email correspondence by creating electronic folders and ensure
    accurate filing of such correspondence
  • Compile internal communication, high-level reports, business presentations, agendas,
    letters, and responses – effectively managing all mail and correspondence on behalf of
    the CEO
  • Manage and maintain all contact lists (private and business)

Manage diary and coordinate meetings

  • Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and
    reports are available before every meeting
  • Co-ordinate all meeting requests and confirmations of attendees
  • Take responsibility for arranging and coordinating all logistic requirements, including
    catering and taking minutes
  • Attend to any outstanding actions resulting from meetings arranged and/or attended
  • Assist the CEO in the preparation of presentations and/or the gathering of information
    required

HiL board meetings, investor road shows and lunches

  • Take full responsibility for arranging and co-ordinating the logistics for these
    meetings/gatherings in collaboration with our MAU office and IR Partner
  • Maintain investor database
  • Manage all travel, flight, accommodation, venue and transport arrangements
  • Liaise with external travel agents for both local and international travel
  • Compile detailed itinerary for CEO attending these meetings/gatherings
  • Compile all board/information/investor packs for these meetings/gatherings
  • Ensure all service provider quotes/invoices are correct and payments are made timeously
    and in line with agreed deadlines to conclude a successful event(s)

Travel coordination

  • Make all travel, flight, accommodation and transport arrangements for any private and
    business trips taken by the CEO
  • Liaise with external travel agents for both local and international travel
  • Ensure all travel related invoices are correct and payments are made timeously and in line
    with agreed deadlines

CEO projects (if and when arises)

  • Coordinate all internal meetings and feedback sessions from work stream leaders and take
    responsibility for arranging and organising all logistic requirements needed for these
    meetings/sessions
  • Attend to any outstanding actions resulting from previous meetings
  • Assist project sponsor and project managers (internal and external) in the preparation of
    presentations and the gathering of information required for meetings
  • Maintain a contact list of project contacts, advisors and work stream leaders
  • Keep record of all documents and communication relating to the project for efficient retrieval
    and response
  • Assist with any other logistical and administrative duties the CEO requires on any project
    that arises from time to time

Building Services /Facilities – Head Office

  • Continuous walkabouts together with the building services manager and/or his assistant to
    check and identify general “house-keeping”, renovations, maintenance, tidiness and to
    communicate and action accordingly
  • Continuously evaluate and improve the visitor’s experience to the building

Provide assistance on personal matters

  • Arrange daily lunches for CEO, as well as attend to any personal catering requirements
    Process and attend to CEO’s private accounts and ensure timeous payments thereof
  • If required source and interview housekeeper and/or au pair for shortlisting and prepare
    required contracts of employment
  • Assist with the management of CEO’s children’s school registrations, fees, parties and any
    other activities if and when required
  • Source venues for and assist with traveling arrangements and requirements for holidays
  • Ensure CEO’s car is washed and valeted weekly once the water crisis is over
    Attend to any other private requests required by the CEO

General office management

  • Ensure all CEO files are maintained and all-important documents are appropriately filed and
    referenced
  • Establish and maintain good relationships with all staff, management, directors, investors,
    suppliers, contractors and other professionals
  • Ensure monthly employee long service letters are sent from the CEO and ensure they are
    signed and distributed
  • Manage leave for CEO and their direct reports
  • Arrange farewell parties, donations, gifts and catering thereof
  • Order stationery and manage office equipment
  • Ensure that all documents for signature by the CEO are administered and timeously
    presented for signing
  • Collate, print and monitor monthly reports ensuring they are received by due date and in
    time for the CEO to review prior to monthly KPA meetings
  • Set up bi-annual KPA reviews with CEO & direct reports
  • Process and prepare all payment requests, administrating company credit card, CEO
    expense claims and other payments

Attend to ad-hoc activities

  • Attend to any other ad-hoc activities required by the Company as instructed by the CEO

Requirements
Qualifications & Accreditations

  • Grade 12 (Matric)
  • Administrative and/or Legal secretarial qualification
  • Hospitality/Tourism/Hotel Background would be an advantage
  • Shorthand would be an advantage

Experience & Skills

  • Minimum of 10 years’ experience as an Executive Assistant to a member of executive
    management and/or at CEO/COO level
  • Experience in preparing PowerPoint presentations and board packs
  • Fully computer literate with an advanced level of MS Office
  • Proven managerial and operational abilities
  • Excellent typing skills (60 wpm)

Overview

Position: Open
Location: Cape Town
Job Title: Executive Personal Assistant
Salary: To be discussed