6-Month Contract: Executive Assistant to CEO & CFO, Somerset West, Cape Town
MINT KULCA · Western Cape
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Start free — we apply for you →THE MINIMUM REQUIREMENTS FOR THE ROLE ARE
Education
• Matric and a Diploma in Business Administration, Communications, or a related field. • (A Matric qualification and equivalent professional experience will also be considered) Experience
• A minimum of six years' professional experience supporting C-suite executives, preferably a CEO and/or CFO, within a large, matrixed or corporate environment. • Proven experience managing complex calendars, meetings, executive communications, domestic and international travel, expenses, senior stakeholder relationships, and cross-functional administrative projects. Technical Skills
- Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Familiarity with virtual collaboration and scheduling tools, such as Microsoft Teams and Webex.
Other Requirements
- A valid drivers licence and your own reliable transport
- A clear criminal record
DUTIES WILL INCLUDE
1. Calendar & Schedule Management
• Managing and optimising complex, fast-moving daily calendars for the CEO and CFO, balancing priorities, meetings, travel and personal commitments. • Managing and scheduling overlapping requests and meetings across international time zones. • Coordinating internal and external meetings, including Board and management meetings and VIP delegate visits, ensuring all participants receive the necessary agendas and materials in advance. • Anticipating scheduling conflicts and proactively resolving them with minimal disruption. 2. Correspondence & Communications
• Acting as the first line of contact and gatekeeper for the CEO and CFO, screening telephone calls, routing enquiries and handling correspondence with tact and professionalism. • Drafting and formatting confidential emails, memos, letters and presentations on behalf of the CEO and CFO. • Synthesising incoming briefs and communications to flag critical items for the immediate attention of the CEO and CFO. 3. Travel & Logistics Coordination
• Arranging complex, comprehensive domestic and international travel itineraries, including flights, ground transportation, accommodation and visa processing. • Preparing detailed travel portfolios containing itineraries, meeting briefs and contact numbers. • Managing expense claims, reconciliations and invoicing for the CEO and CFO in a timely manner. 4. Board & Stakeholder Meetings Support
• Assisting in preparing schedules, venues, catering and PPE (Personal Protective Equipment) for Board members and other stakeholders attending plant visits. • Following up on action items and deliverables arising from meetings with the Board and other stakeholders. 5. Project Management & Special Projects
- Coordinating cross-functional administrative projects or strategic initiatives as delegated by the CEO and CFO.
- Liaising with personal assistants, departmental heads and senior leadership team members to ensure seamless communication.
- Carrying out other ad hoc tasks as and when required.