Jesamine Nel, e-mail: [email protected]
Head of Administration and Executive Support
Department: Administration and Executive Support
Position Title: Head of Administration and Executive Support
Reports to: co-CEO (Strategy and Organizational Development)
Organizational Placement: Chief of Staff / Office of co-CEO
Scope of Support: Both co-CEOs / Partners and Company Administrative Support
Key Responsibilities
1. Leadership of Administrative Function
Lead, develop, and systematically manage the Administration and Executive Support team to provide reliable, professional, and efficient support to the company and both co-CEOs.
Define roles within the team, priorities, workload distribution, service delivery levels, and backup coverage for individual team members, and ensure efficient coordination of support capacity.
2. Service Delivery Model, Prioritization, and Work Distribution
Responsible for establishing the operational model of the Administration and Executive Support department and distributing work among team members based on their specialization, business priorities, and needs of both co-CEOs.
Ensure clearly defined responsibilities, continuity of support provided, compliance with confidentiality rules, and efficient management of both company matters and designated personal and family matters.
3. Development of Rules, Standards, and Administrative Governance
Responsible for proposing, implementing, and continuously improving internal policies, standard operating procedures (SOPs), rules, templates, and standards for the administrative area.
Ensure that administrative processes are clearly defined, documented, compliant with internal rules, and consistently followed throughout the function.
4. Oversight of Office Operations and Administrative Services
Ensure efficient office operations and administrative support across company locations through the team and external service providers.
Oversee office operations, building management support, visitor management, meeting organization, travel administration, corporate events, document management, archiving, mail handling, inventory management, and other support services.
5. Executive and Personal Support to co-CEOs
Provide confidential and highly professional executive support to both co-CEOs and partners on business and strategic matters.
Ensure that designated personal and family matters are handled discreetly, reliably, and with appropriate priority through the team.
Serve as the primary contact for sensitive matters requiring judgment, trust, or escalation.
6. Secretariat of Top Management Meetings and Task Completion Monitoring
Serve as official secretary of Top Management Meetings.
In collaboration with the Chair, Chief of Staff, and the relevant co-CEO, prepare meeting materials, coordinate document flow, process and finalize meeting minutes, coordinate approvals and signatures, and manage the official meeting archive.
Maintain a register of decisions and action items from top management meetings and ensure that each approved decision is converted into a specific task with clearly assigned owner and deadline.
Continuously monitor task completion status, consolidate updates, remind responsible parties of approaching deadlines, and escalate delayed, blocked, or unclear tasks to the Chair, Chief of Staff, or relevant co-CEO.
7. Vendor Management, Budget, and Administrative Resources
Responsible for administrative budget, office operations procurement, and vendor relationships within the assigned area.
Ensure economical use of resources, high quality of services, compliance with contractual obligations, continuity of key support services, and efficient utilization of administrative resources.
8. Interdepartmental Collaboration and Service Quality
Ensure close collaboration between the Administration and Executive Support department and other company units.
Align support provided with company needs and create a professional, welcoming, and well-organized work environment for employees, visitors, and both co-CEOs.