12 Oct
Indipath Recruitment
Johannesburg
Key Performance Areas (KPAs)
1. Executive Support to the CEO
- Key Activities:
- Manage the CEOs schedule, including meetings, appointments, and travel arrangements.
- Act as the point of contact between the CEO and internal/external stakeholders.
- Prepare and compile executive reports, briefings, and presentations for board and management meetings.
- Oversee and manage all incoming and outgoing correspondence, ensuring the CEO is updated on critical issues.
- Draft official correspondence on behalf of the CEO.
2. Office Operations and Administration Management
- Key Activities:
- Oversee daily operations within the CEOs office, ensuring a smooth workflow and efficient use of resources.
- Liaise with the Administration Officer to ensure that all office administrative duties are completed, including document filing, record-keeping, and procurement of office supplies.
- Manage the office budget, ensuring cost-effective procurement and expenditure control.
- Implement and maintain office procedures and systems, ensuring operational efficiency.
- Oversee the coordination and preparation of internal and external meetings, including logistics, agenda setting, and minute-taking.
- Develop and maintain an efficient filing system
3. Project Coordination and Strategic Initiatives
- Key Activities:
- Assist the CEO in coordinating and executing strategic projects, including tracking deliverables and timelines.
- Ensure alignment of key office projects with organizational objectives.
- Manage special projects as assigned by the CEO, including research, feasibility studies, and report generation.
- Monitor and report on the progress of projects, ensuring timelines and milestones are met.
4. Stakeholder Management and Communication
- Key Activities:
- Serve as a liaison between the CEO and external stakeholders (partners, board members, regulatory bodies).
- Draft and manage communications from the CEOs office, ensuring they align with organizational tone and brand.
- Maintain professional relationships with board members, executives, and senior management teams to facilitate information flow.
- Handle confidential and sensitive information with the utmost discretion and professionalism.
5. Governance and Compliance
- Key Activities:
- Ensure that the CEOs office complies with all legal and governance requirements.
- Coordinate governance activities, including the scheduling of board meetings, compiling board packs, and ensuring follow-ups on action items.
- Maintain an accurate record of minutes and decisions taken during executive and board meetings.
- Liaise with legal and compliance departments to ensure the CEOs office adheres to corporate governance standards.
- Follow up on implementation of board and manco decisions / resolutions
- Ensure timely approval of submissions and/or reports by CEO ensuring that final approved document is accurate, compliant & complete.
6. People Leadership and Development
- Key Activities:
- Lead and mentor support staff (e.g., Administration Officer) to foster professional growth and performance.
- Identify training and development needs within the office and ensure that staff receive relevant professional development opportunities.
- Foster a collaborative, productive, and positive working environment within the CEOs office.
Minimum Requirements
Qualifications
- Bachelors Degree in Business Administration, Management, or a related field.
- Postgraduate qualifications would be an advantage.
- Project Management certification is advantageous.
Experience
- Minimum of 57 years of experience in executive office management, corporate governance, or executive support.
- Experience working in a senior administrative role within a high-pressure corporate environment.
- Proven track record in managing strategic projects and stakeholder engagements.
- Familiarity with working in public sector entities or within SETAs is an advantage.
Skills and Knowledge
- Leadership and Management Skills: Proven ability to manage teams, coordinate multiple tasks, and lead initiatives.
- Organizational Skills: Excellent time management, task prioritization, and organizational abilities.
- Communication Skills: Strong verbal and written communication skills, with the ability to draft professional correspondence and reports.
- Interpersonal Skills: Ability to build relationships and communicate effectively with various stakeholders.
- Project Management: Demonstrated experience in coordinating and delivering projects.
- Technical Skills: Proficiency in MS Office Suite, including Excel, Word, and PowerPoint. Familiarity with project management tools and platforms.
- Analytical Skills: Ability to synthesize complex information and present it concisely.
- Confidentiality and Discretion: Must handle sensitive information with care and professionalism.
- Knowledge of Corporate Governance: Understanding of governance practices, protocols, and compliance requirements in a corporate environment.
Competencies
- Strong problem-solving and decision-making capabilities.
- Proactive and self-motivated with the ability to anticipate needs.
- High attention to detail and commitment to quality.
- Ability to work under pressure and handle high volumes of work within tight deadlines.
▶️ Office Manager in the CEOâs Office
🖊️ Indipath Recruitment
📍 Johannesburg