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Executive Assistant to the CEO

The Legends AgencyCape Town, Western Cape, South Africa

30+ days ago

Job description

Introduction

An established, forward-thinking organization is seeking a highly skilled and proactive Executive Assistant to the CEO . This pivotal role demands discretion, initiative, and a keen sense of organization. The successful candidate will provide comprehensive secretarial and administrative support to the CEO while managing diverse business functions, including travel, insurance, imports, and events. This is a unique opportunity to support executive-level operations in a dynamic and fast-paced environment .

Duties & Responsibilities

Administrative Support

Manage purchasing authorisation processes from submission to final approval.
Coordinate all travel arrangements, both local and international, including Forex and logistics for trade shows and fairs.
Support the development and enforcement of company-wide administrative practices.
Handle ad hoc personal arrangements on behalf of the CEO.

Secretarial Support

Act as the communication conduit between the CEO and internal / external stakeholders.

Screen and direct calls, emails, visitors, and correspondence.

Maintain confidential files, calendars, and access to critical documents and contracts.

Coordinate and prepare for board and executive meetings, including minute taking and agenda planning.

Prepare presentations and manage CEO expense claims.

Insurance Management

Oversee the company's vehicle insurance portfolio, including claims and policy adjustments.

Manage all corporate insurance policies and marine / transit coverage.

Imports & Forex Management

Handle payments for imports, verify documentation, and coordinate Forex purchasing.

Collaborate with Finance on cash flow projections and FEC bookings.

Reconcile import-related transactions with bank statements bi-weekly.

Event Planning

Planned and executed large-scale internal and external events, including corporate Indabas.

Self-Development

Proactively assess personal strengths and areas for development and take initiative to grow professionally.

Desired Experience & Qualification

Education

Matric (Grade 12)

Diploma in Legal Secretarial, Paralegal, or similar administrative discipline

Experience

Minimum of 5 years relevant experience in a senior executive support role

Skills & Competencies

Strong administrative and organizational skills

Proficient in Microsoft Office Suite

Effective verbal and written communication in English and Afrikaans

Familiarity with import procedures and Forex management

High emotional intelligence and interpersonal sensitivity

Business acumen and sound decision-making ability

Ability to work independently and manage confidential information

Attention to detail and creativity in problem-solving

Additional Requirements

Must maintain clear communication lines across all business levels

Ability to respond promptly and make well-aligned operational decisions

Responsibility for managing the company's credit card

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Executive Assistant • Cape Town, Western Cape, South Africa

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