We are seeking a highly skilled and professional Executive Assistant to provide comprehensive secretarial and administrative support to our Chief Executive Officer (CEO) at our Ottery branch in Cape Town. This pivotal role requires a proactive individual who can manage a diverse range of responsibilities with confidentiality, discretion, and diplomacy.
The successful candidate will serve as a trusted partner to the CEO, ensuring seamless day-to-day operations, effective communication, and exceptional organizational support.
Job Responsibilities:
- Provide the full range of administrative support including but not limited to management of purchasing authorisation process, from submission of POR’s 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.
- 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 / SLA’s for customers, property,
- property plans and so.
- Co-ordinates meetings, inclusive of Metcalf Board preparations, submission of reports to shareholders and arranging of catering for board meetings.
- Prepare draft presentations for meetings (POWWOW) for CEO.
- Minute taking where required, as well as requesting agendas and minutes for upcoming meetings.
- Manage CEO Expense Claims.
- Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims.
- Manage all insurance; and arrange for marine / transit cover where necessary.
- Manage payment for import process, from verifying accuracy of import documentation to purchasing of Forex.
- In conjunction with Finance determine cashflow for large purchases, obtain authorization and book FEC in line with forecasted dates.
- Balance transactions with bank statements bi-weekly.
- Arrange and manage all aspects linked to large scale internal and external events, including but not limited to company Indabas.
What you need to succeed:
- Diploma in Legal Secretarial / Paralegal
- Minimum 5 years related experience in manufacturing industry
Subject: Executive Assistant to CEO Application - Bowler Packaging
Job Type: Full-time
Work Location: In person
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