Executive Assistant

ROLE PURPOSE Provide support to the CEO and other ExCo members to facilitate the smooth running of the CEO's office. Coordinate executive and client engagements, ensuring all logistics are planned and delivered effectively. ROLE DESCRIPTION Effective management of all matters relating to the day to day running of the CEO’s Office. Proactively assist the CEO and Exco members, provide effective diary management, inform Chief of priority engagements, changes etc. Advise and support the CEO on matters requiring personal attention, with associated deadlines and prepare relevant documentation. Maintain excellent relationships and engagement with Group Companies, internal and external stakeholders. Screen telephone calls to the CEO’s office and refer them to the appropriate person in the absence of the CEO. Track all distributions that require answers, responses and written replies to the CEO’s requests. Coordinate activities in the business unit to ensure that deadlines are met and escalations are dealt with promptly. Manage travel arrangements for the CEO and members of the team. Record and circulate minutes and support the smooth administration of governance processes. Receive guests and arrange suitable venue and access for different events. Effective time and diary management. Coordinate the scheduling of meetings and appointments on behalf of the CEO or Exco members. Evaluate invitations (internal and external) within the scope of diary management and take appropriate action in respect of responding (where necessary) on behalf of the CEO / Exco. Coordinate tasks, meetings and appointments so that the CEO’s daily schedule flows smoothly and efficiently with limited disruptions. Coordinate the Department’s annual calendar. Document and engagement process, management and support to the CEO Monitor and respond (if necessary) to incoming e-mail, mail and phone calls on behalf of the CEO and determines the level of priority. Drafts replies to correspondence as appropriate or under the instruction of the CEO / Exco. Undertake tasks to ensure a high level of administrative support is provided. Drafting of documents, consolidation of papers, integration and communication of messages, clear instructions. Ensure records are filed in a manner that ensures easy accessibility and retrieval as required. Proactively handle enquiries and requests, routing matters to ensure speedy resolution and closure. Organise meetings and manage related logistical requirements Collate information to assist the CEO in meeting preparation. Prepare agendas; attend meetings, take minutes and track actions to close. Provide accurate presentation of information to the CEO/Exco in respect to the meetings. Provide high-level support by conducting research, preparing statistical reports and handling information requests. Ensure that the distribution of accurate supportive documents, agenda, notes or correspondence are sent prior to the meetings.