Objectives of Role
Primary Functions
1. CEO Personal
Executive Support / Calendar co-ordination
Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
Minutes of meetings, transcribes, types up and distributes minutes/agendas
Sets up and maintains an electronic filing system
Reacts to urgent requests/issues and contacts relevant executive
Follows up on minute action points and other deadline issues on behalf of Chief Executive Officer
Acts on behalf of executive as specifically authorised
Drafts presentations, programmes and letters
Facilitates the implementation of the Foundation Talent gift policy relating to birthday's, awards, anniversaries, condolences, etc.
Interacts with and hosts visitors to the Foundation
Responds to request from Talent for information and/or for specific assistance relating to administrative support at interviews, selection camps, Jamboree etc.
Schedules electronic meetings in Outlook
Travel
Co-ordinates the booking of all travel arrangements and transport as requested
Completes travel expense summaries and reconciliations
Responds to changes in travel arrangements and makes alternative bookings
Organises visas, vaccinations and foreign exchange for overseas travel
2. CEO office / strategy
Utilises computer software packages/tools to produce correspondence, spreadsheets and reports in relation to strategic objectives and requirements
Plans and organises special events/workshops and meetings as specifically requested by the CEO
Compiles, collates and distributes conference/meeting material
Drafts costing for all aspects of events, e.g. venue, transportation, travel costs etc. for approval
Distributes invitations, arrange facilities and catering requirements for all executive management meetings
Liaises with service providers and suppliers associated with areas of responsibility
Completes event and travel expense summaries and reconciliations
Conducts post event and travel evaluations
3. Board
Consolidate Board meeting programme and activity plan for the Foundation
Consolidates reports for the Board of Trustees and compiles board packs
Communicates with trustees on the activities of the Foundation
Co-ordinates logistical arrangement for Trustees including travel and venue bookings
Experience and Qualifications
Identification with the Foundation’s Vision, Mission and Ethos
Relevant Diploma
5+ years relevant experience
Specialised Computer literacy
Operate under pressure
Valid driver’s license and own car that willing to use for work
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