Executive Assistant


Purpose of the Job

To provide a personal, administrative, and secretarial support service to the CEO and facilitate a seamless administration operation in the Office of the CEO.   

Key Outputs

The successful candidate’s responsibilities will include:
  • Secretarial Support Service: Act as a point of contact amongst executives, employees, clients, and other external partners
  • Manage the CEO’s calendar, diary and appointments, ensure that it is up to date at all times  
  • Organise the CEO’s day-to-day work and personal life
  • Utilise discretion to decide to accept or decline requests on behalf of the CEO based on importance and urgency of the matter
  • Arrange meetings (Conference rooms, documentation, parking, refreshments), and take minutes and decisions of all meetings in the Office of the CEO.
  • Develop itineraries and agendas including scheduling flights, arranging other transportation and book accommodation for employees in the Office of the CEO.  Do quality control & assist in planning the itinerary efficiently and effectively
  • Handle confidential documents / issues with utmost discretion
  • Administration / Office Support: Organise the Office of the CEO
  • Screen and direct phones calls
  • Manage the effective flow of information and documentation in a timely and accurate manner
  • Receive, record and distribute all incoming and outgoing documentation, through an electronic document tracing system
  • When required, attend meetings with the CEO and take minutes during meetings
  • Collects data and information, analyse it on request of the CEO
  • Research and collate all relevant information to enable the CEO to prepare for meetings
  • Consolidates information and provides a summary and analysis for the CEO including compilation of board and presentation packs
  • Ensure / co-ordinate fast and efficient handling of all correspondence, meeting of deadlines for documents (determine priority and follow up)
  • Prepare weekly, monthly, and quarterly reports as discussed with the CEO
  • Organize and maintain the office filling system
  • Financial Administration: Examine the levels of office supplies and determine shortages
  • Order new supplies to avoid inefficiencies or excessive surplus of stock

Minimum Qualifications:

  • 3 years National Diploma in Administration or equivalent (NQF 6) ● Valid Driver’s License with own car

Experience Required:

  • A minimum of 5 years relevant administrative and/or secretarial experience at a high level of organisational hierarchy • Must be computer literate at an advanced level • Excel advanced (Vlookups and Pivots)

Technical Competencies:

  • Excellent English command 
  • Business Perspective
  • Planning skills
  • Information Gathering and Processing
  • Records and Information Management

Behavioural Competencies:

  • Strong personality, with the confidence to take the initiative
  • Detail- and deadline-oriented multitasker
  • Attention to detail
  • Ability to work on tight deadlines
  • Excellent verbal and written communication skills
  • Problem-Solving
  • Self-Confidence
  • Teamwork
  • Work Ethics and Values

Closing Date: 27 January 2023

Suitable candidates should forward their applications to: hr@twomountains.co.za 

Two Mountains is an equal opportunity employer subscribing to the Employment Equity Act and hereby invites applications from suitably qualified people to fill the mentioned vacancy.

  • If you do not hear from us within a month of the closing date, please regard your application as unsuccessful.
  • Applications received after the closing date will not be considered.
  • It is the applicant`s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA).
  • Only candidates who meet the requirements should apply.
  • Two Mountains reserves the right not to make an appointment.
  • Correspondence will be entered into with shortlisted candidates only.
  • CVs from Recruitment Agencies will not be accepted.