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Executive Assistant - Full time Remote position (Ideal if you are located in Cape Town)
The Recruiters Wednesday, 11 December 2024 1Job Summary
Are you ready to elevate your career with a dynamic role that offers variety and excitement every day? If you thrive in a fast-paced environment and enjoy being part of a tight-knit team dedicated to driving success, our client is seeking an exceptional Executive Assistant to join their ranks. In this pivotal position, youll serve as a key gatekeeper for the CEO and Founder of a leading company. Your role will be instrumental in supporting the Executives with both personal and business-related tasks. Alignment with the companys core values is crucial, as youll have direct access to the Founder. Its essential that you resonate deeply with their guiding principles: Sincere Candour Unimpeachable Character Competitive Greatness Our clients Founder is passionately mission-driven, and the administrative team plays a vital role in allowing them to focus on strategic business goals while we handle the details. As an Executive Assistant, your responsibilities will include (not limited to): Conducting research and making bookings Arranging travel and managing the office Handling a mix of business and personal tasks for the Founder & CEO Managing projects on behalf of the Founder/CEO to ensure the team is held accountable. Manage all work in Wrike and help manage the work of others (i.e. hygiene in Wrike and updating task statuses by following up) Assist and communicate with executives in decision-making, program management, and initiative implementation. Meeting minutes on all calls Executives host and document project status from these meetings to hold attendees accountable. Ensuring the Founders calendar is proactively organised for future weeks. Your job is to ensure maximum productivity within their working hours. Managing Wrike board of activities. This gives transparency to the CEO/ Founder and effective cross-collaboration within the growing Administrative Team. Acknowledging all incoming communication inquiries on behalf of the Founder and CEO, specifically email and inquiries on the website for speaking and events. Assisting the Founder and/or the CEO in the execution of new projects and objectives within the company. This can range from scheduling meetings to filling out all paperwork to managing appointments and follow-ups to launching a new book or funnel. Organising travel and complicated itineraries and collaborating with the Administrative Team. Conserves executive\''s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information for the CEO/ Founder as requested. Reminding the CEO/ Founder of important tasks and due dates as well as decisions to be made. Research and purchase gifts for both business and personal occasions. Assist with personal tasks such as mail organisation, vendor management, deliveries. Ordering food groceries on a regular basis using relevant apps/ ordering sites. Assist in organising in-person meetings/events. Collaboration and communication within the Team for transparency. Effectively and kindly communicating with team members and/or external stakeholders whilst upholding a high level of professionalism. You are representing the CEO/ Founder. Effectively think forward/ahead to ensure all details are communicated with appropriate stakeholders. Coordinate company cadence management. Respond to the CEO/ Founder in Slack or WhatsApp within 5 minutes during working hours. Assist with workshop tasks, as needed by the Operations team. Requirements : Matric Relevant tertiary qualification or 10 years experience in the same role with Senior Management Full time remote position ( Ideal if you live in Cape Town but not a deal breaker) Tools experience for Project Management (Wrike, Asana, Microsoft, or similar) Works well under tight deadlines and pressing situations. Ability to adapt to a fast-growing company. Proven success with project management HIGH managerial skills. Ability to design organisational systems/SOPs on behalf of the Administrative Team. Strong communication skills included but were not limited to discretion and confidentiality, adaptability, active listening, precise and articulate, and non-verbal communication. Ability to learn software quickly. Proficiency in writing emails, memos, reports, and other documents with clarity, precision, and professionalism. Able to consistently maintain a positive attitude and reflect the demeanor of the CEO/ Founder. Ability to maintain accuracy and discretion under pressure. Exceptional attention to detail when managing high-level administrative tasks such as coordinating executive schedules, preparing executive presentations, and managing travel logistics. The ability to anticipate the CEO/ Founder 3-5 steps ahead is key. Willing to be on-call, as needed. Able to travel as needed (1-2 times a year, if any) Willing to be available outside of "working hours".
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