EXECUTIVE ASSISTANT: OFFICE OF THE CHIEF EXECUTIVE OFFICER (CEO)

Job Advert Summary

PURPOSE STATEMENT

To provide administrative support to the Office of the CEO to ensure the effective and efficient running of the office and to assist in providing key support to SABS in the execution of the overall strategy.

About SABS

The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS), promote quality in connection with commodities, products and services, and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace.

SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy. Please note that application received after the closing date will not be considered.

Minimum Requirements

Qualifications

• National Diploma / Diploma in Office Administration, Office Management or a related field (NQF Level 6).

Work Experiance

• 3 years relevant work experience in Executive Administration
• Proven track record in executing group executive and / or executive level administrative functions
• Proven track record in report writing and presentation formatting
• Must have understanding of invoicing, requisition ordering and basic procurement protocols

Duties and Responsibilities

Functional Management

• Develop, maintain and update the CEO’s annual meetings planner.
• Oversee and coordinate the CEO’s meetings and preparation and ensure that all logistics, minutes and relevant agendas and material are provided.
• Oversee, coordinate, and provide administrative duties such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Coordinate the CEO’s travel program, itineraries and related logistics.
• Manage and coordinate the CEO’s task list portfolio, in conjunction with the CEO.
• Treat information and documentation as private and confidential, and only disclose to any parties through the CEO’s approval.
• Reconcile the CEO’s expenses, prepare the report accordingly and submit to Finance for processing.
• Prepare non-routine and routine correspondence, and proofread relevant documents before circulation.
• Research and collate data for special reports on behalf of the CEO.
• Provide input and formulate business presentations in consultation with the CEO.
• Collate and integrate information relating to special internal projects and progress.
• Perform special projects as directed by the CEO, including the review, research, summarization and analysis of information.
• Attend key meetings with the CEO with the purpose of ensuring follow-up and execution on identified actions.
• Work with the CEO to strategize and manage a portfolio of relationships.
• Assist with the compilation of strategic documents for the CEO.
• Oversee and improve the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
• Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
• Ensure that all documents are filed, managed and updated appropriately.
• Ensure that all information relevant to the division is provided and directed accordingly to the relevant parties.
• Coordinate the logistical arrangements of relevant meetings in an effective and efficient manner and ensure the documentation and distribution of EXCO and its sub-committee minutes.
• Prepare agendas, documents and meeting packs for meetings, including EXCO and CEO meetings.
• Co-ordinate and collate all reports to be submitted to the various management levels and committees
• Receive guests for meetings with the CEO.
• Attend meetings, record action items, take minutes and distribute thereafter.

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with ISO requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

Stakeholder Management

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
• Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.
• Uphold the image of the office of the CEO in all interactions with stakeholders.
• Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
• Convene and attend meetings and present relevant information to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.