Executive Personal Assistant to CEO at Cwaninga Group

About the position

We are seeking An Executive Personal Assistant (EPA) who will play a crucial role in supporting the CEO. This job involves managing complex schedules that may include coordinating high-stake meetings, travel, and company events. The EPA ensures the CEO's time is used efficiently, handling logistics meticulously to avoid conflicts and maximize productivity.

Key Responsibilities:

• Administrative Support: Provide comprehensive administrative support to the CEO, ensuring smooth daily operations. This includes managing calendars, scheduling meetings, and organizing travel arrangements.
• Communication Management: Act as a liaison between the CEO and internal/external stakeholders. Manage incoming and outgoing communications, including emails, phone calls, and correspondence, ensuring timely responses.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Ensure that all necessary materials are prepared and distributed in advance.
• Document Preparation: Draft, edit, and proofread documents, reports, presentations, and other materials. Ensure that all written communication is professional, clear, and aligned with the company's standards.
• Project Management: Assist in managing projects by tracking progress, deadlines, and deliverables. Collaborate with team members to ensure that projects are completed on time and within budget.
• Data Management: Maintain and organize confidential files and records, both physical and digital. Ensure that all data is accurate, up-to-date, and easily accessible.
• Budget Tracking: Tracking and compiling expenses and submitting them to the Group Accountant.
• Travel Coordination: Plan and coordinate travel arrangements, including flights, accommodations, and itineraries. Ensure that all travel plans align with executives' schedules and preferences.
• Event Planning: Organize company events, meetings, and conferences. Handle logistics such as venue selection, catering, and audiovisual needs, ensuring a seamless experience for all participants.
• Time Management: Prioritize tasks effectively to manage multiple responsibilities and deadlines. Ensure that executives' time is optimized by filtering requests and delegating tasks when appropriate.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion in all interactions and communications.
• Customer Service: Provide exceptional customer service to clients, partners, and colleagues. Address inquiries and resolve issues promptly, maintaining a positive company image.
• Networking and Relationship Building: Build and maintain professional relationships with key stakeholders, both internally and externally. Leverage these connections to support executive initiatives and objectives.
• Crisis Management: Respond to urgent situations with a calm and composed demeanor. Develop contingency plans and solutions to mitigate risks and ensure business continuity.
• Feedback and Reporting: Provide regular updates to the CEO on project status, upcoming deadlines, and potential challenges. Prepare reports and presentations to communicate progress and outcomes effectively.

Skills & Competencies:

• Proficient in Microsoft Office Suite and other relevant software.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and prioritize tasks effectively.
• Basic budgeting principles.
• Business writing skills

Qualifications & Experience:

• Matric (Grade 12) required.
• Bachelor's degree/ Diploma in Business Administration, Office Management, or related field (preferred).
• Minimum 3-5 years' experience as a Personal Assistant or Executive Assistant supporting senior management or Directors.
• Proficiency in Microsoft Office and other relevant software.

Desired Skills:

• Travel booking
• Meeting Scheduling
• Minute taking
• Diary management
• Support Administration
• Administrative Support
• Filing System

Desired Work Experience:

• 2 to 5 years

Desired Qualification Level:

• Degree

About The Employer:

Founded in 2011 and formally registered in 2012, Cwaninga Group has rapidly grown into a global operations solution provider across multiple sectors. Our name, meaning "RESEARCH" in IsiZulu, reflects our commitment to informed decision-making and innovative business solutions.