Executive Assistant to the CEO

Description

• Provision of a wide range of support services (administrative, secretarial, reception and handling of confidential matters) to the Chief Executive Officer
• The incumbent exercises initiative and judgment when dealing with special assignments and is responsible for projecting a professional, customer-oriented approach to enhance the office of the CEO’s overall image when interfacing with both internal and external customers

Duties

• Manages and co-ordinates of diary (making appointments for clients/staff/meetings and follow up to confirm). Prioritizing precise and correct execution of specific tasks
• Ensures that the CEO has relevant information to prepare timeously for meetings & respond timeously to issues directed to that office
• Deals with telephonic calls/queries and visitors by screening and routing them to the CEO or alternate relevant source of assistance where the incumbent cannot address the issue presented
• Co-ordinates maintenance and upkeep of office equipment by liaising with personnel or suppliers when appropriate
• Gathers information for the CEO from the respective departments as requested
• Act as a link for all communication between internal and external stakeholders and the CEO
• Work closely with the Company Secretary to facilitate the various committee and board meetings
• Plan the annual EXCO meeting calendar and communicate accordingly
• Issue EXCO meeting resolutions to the various business units for action
• Facilitate the office of the CEO business unit leave planner
• Performs secretarial, reception and typing duties for the CEO in respect of correspondence, submissions, visitors etc. inclusive of follow-up of issues as agreed with the CEO
• Drafting letters, memoranda, reports and replying to routine stakeholder correspondence
• Respond to public enquiries in a highly professional and diplomatic manner however within the delegation of authority and corporate communications mandates
• Provide input for the annual division operational budget
• Keep the associate costs of meetings within the stipulated budget
• Arranges accommodation and flight reservations by liaising with travel agents, airlines and hotels as the case may be
• Promote and comply with the company SHE policies
• Ensures timely dissemination of external correspondence to the relevant line managers
• Carry out other related responsibilities as and when required by superiors

Requisites

• Bachelor Degree in Business Administration/Office Management or any relevant qualification
• Five (5) years relevant working experience with Ms Office products (Ms Word, Excel, Ms PowerPoint, Ms Project, Ms Vision, Ms Outlook) Internet, and SAP are required
• Knowledge in SAP will be an added advantage
• Five (5) years Administrative and Executive Secretarial experience
• Valid Code B Drivers License
• Competency Profile:
• Good planning skills, Good listening skills, Strong communication skills and Good organizing skills, Ability to work independently, Good administrative skills, Good interpersonal relations and Patience and Tact
• Computer literate and Minute - Taking skills
• Wide knowledge of the business processes throughout the operations
• Understanding of the business environment
• Internal organization and work systems
• Budget, cost and wastage control
• Knowledge of CENORED Stakeholders

Notes

• Only shortlisted applicants will be contacted
• Closing Date: 16 August 2023 @ 16h30
• CENORED is an equal opportunity Employer and previously disadvantaged people are encouraged to apply
• Interested and qualified applicants are required to submit their applications to: Human Capital Section

How to Apply

1. Documentation

• Cover Letter
• Curriculum Vitae
• Certified Copies of Qualifications
• Certified Copies of Identification Documents

2. Application

• Send your Documentation to Human Resources at hr@cenored.com.na with the Subject line “Executive Assistant To The CEO” Indicate the source of this job post: working.co.na