Position Overview
The Assistant to the CEO provides direct administrative, organisational and operational support to the CEO. The role requires a highly organised, reliable and proactive individual who can manage routine responsibilities, follow instructions accurately, and ensure that tasks assigned by the CEO are completed cleanly, correctly and on time.
The Assistant is expected to maintain a high standard of professionalism, confidentiality and attention to detail, while being willing to go beyond normal duties when required to support the CEO and the business.
Key Responsibilities
* Complete all tasks and instructions assigned by the CEO promptly and accurately.
* Manage the CEO’s routine administrative requirements and follow-ups.
* Organise meetings, appointments, documents and schedules as required.
* Prepare, format and maintain reports, letters, presentations, spreadsheets and other documents.
* Follow up with employees, suppliers, customers and other parties on behalf of the CEO when instructed.
* Ensure outstanding tasks are tracked and completed within the required timeframe.
* Maintain organised electronic and physical files and records.
* Assist with correspondence, emails, messages and other communication as required.
* Support the CEO with meetings by preparing documents, taking notes and following up on agreed actions.
* Carry out research and gather information when requested by the CEO.
* Assist with travel, bookings, appointments and other arrangements when required.
* Maintain confidentiality regarding all company and CEO information.
* Ensure all work is completed in accordance with company policies, procedures and applicable requirements.
* Identify problems, delays or missing information and bring them to the CEO’s attention promptly.
* Take initiative where appropriate rather than waiting for repeated instructions.
* Support other departments when specifically requested by the CEO.
* Perform additional duties and responsibilities reasonably required by the CEO.
Standards Expected
The successful candidate must be:
Clean and organised
Documents, files, communications and work areas must be maintained in a professional and orderly manner.
Timely
Tasks must be completed within the agreed deadline. If a deadline cannot be met, the CEO must be informed before the deadline, not afterwards.
Accurate and detailed
Work must be checked carefully before being submitted. Mistakes, omissions and incomplete work should be avoided.
Compliant
All tasks must be performed in accordance with company policies, procedures, confidentiality requirements and applicable laws and regulations.
Proactive
The Assistant should anticipate requirements, follow up outstanding matters and look for ways to make the CEO’s work easier.
Flexible
The role requires a willingness to handle different types of work depending on the CEO’s priorities.
Professional and discreet
Confidential information must remain confidential at all times.
Willing to go beyond the normal duty
The Assistant should demonstrate a genuine willingness to do what is reasonably necessary to complete an important task or support the CEO, particularly when priorities change or urgent matters arise.
Performance Expectations
The Assistant is expected to operate with the mindset:
“If the CEO gives me a task, I take ownership of it, complete it properly, check it, and report back.”
Tasks should not require repeated reminders. The Assistant should provide clear updates, confirm completion and highlight any issues requiring the CEO’s attention.
Reporting
Reports directly to: CEO
The position may work with and communicate with all departments and employees as required by the CEO.
Core Attributes
* Highly organised
* Reliable and punctual
* Excellent attention to detail
* Strong follow-up skills
* Good written and verbal communication
* Trustworthy and discreet
* Computer literate
* Able to prioritise competing tasks
* Calm under pressure
* Positive and flexible attitude
* Takes ownership
* Willing to learn
* Willing to go the extra mile