Executive Assistant

Role Purpose:  

•            Provides administrative and secretarial support to:

•            Supports colleagues to perform their requirements in an organized and timely fashion which is consistent with the operation practices of the business.

•            Identify and address the needs of senior managers and perform administrative tasks to ensure the company’s workflow runs smoothly

KEY RESPONSIBILITIES AND MEASURABLE OUTPUTS

Organize and schedule meetings and appointments

•            Ensure that there are no overbookings

•            Ensure that there are breaks in a week allocated to administration work

•            Ensure all workshops, meetings, seminars, conferences and breakaways are marked in the diary - notify the Executive in advance

•            Ensure appropriate venues are booked about the number of attendees and the type of equipment if necessary for the meeting

•            Ensure attendees are informed timeously of diary changes.

•            Attention to detail & accuracy

•            Record keeping for ease of reference     

•            Efficiency and effectiveness

•            Quality of relationships gained or sustained

•            Processing efficiency

Staff reimbursement claims

•            Prepare and submit credit card expenditure every month

•            Prepare monthly reimbursement claims for travel entertainment and cell phone account as/when expenses are incurred; for sign-off

•            Record keeping of submitted staff claims

•            Preparation and reconciliations of the division’s monthly expenditure:

•            car rental invoices

•            transfer invoices

•            allocation of costs for conference call reports

•            Ensure that all relevant claim forms are completed, approved and submitted to the finance department

Travel Arrangements    

Responsible for all travel arrangements:

•            Local and international flights

•            Visas as required for international travel

•            Flight upgrades via Voyager

•            On-line check-in for travellers and forward boarding passes

•            Airport transfers

•            Hotel accommodation

•            Car rental

•            Prepare travel itinerary for all trips

•            Record keeping for ease of reference     

General Administration

•            Printing and binding of documents for meetings as/when required

•            Liaise with Finance for opening new project codes

•            Liaise with Finance regarding submission of invoice allocations for allocation and cost recoveries

•            Act as the point of contact between executives and employees/clients

•            Manage phone calls and emails

•            Respond promptly to managers’ queries

•            Suggest more efficient ways to run the office and troubleshoot malfunctions

•            Maintain client contact lists

Documentation:

•            Facilitation for team members to access the correct templates.                                              

•            Assistance with formatting where required.    

•            Supporting the team with presentations

•            Support the team with the take-on checklists and FICA requirements

Conventions and processes:

•            Add/update business cards in Contacts

•            Organising Social Events and Conferences

•            Take-on meeting processes                                                                                    

•            Ensuring correct signing procedures with correct sign sheets          

•            Keeping the training log and ensuring the calendar is populated and adhered to  

Compliance

•            Counter party and clients’ reputational check

•            FICA documentation completion, input into the DocFox system

•            Ongoing compliance work as required

•            Organising team member training (FICA/CPD/ internal/ SDP, etc.)

KNOWLEDGE / EXPERIENCE / SKILL REQUIREMENTS OF POSITION

•            Computer literate – in Microsoft Office (Word, PowerPoint, Excel and Outlook)

•            Extensive Outlook diary management

•            Extensive travel arrangement experience

•            Agenda and Minute taking experience

•            Ability to interact with clients and staff at a senior level

•            Knowledge & experience with document drafting

•            Excellent office administration

•            Excellent time management skills and ability to multi-task and prioritize work

•            Administrative Writing Skills

QUALIFICATION             

• Matric
• National Diploma in administration / secretarial or equivalent
• Compliance related certification would be an advantage
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms
• Minimum experience required by the position: 6 - 8 years’ solid experience as an Executive Assistant
• Experience in Compliance/FICA related would be an advantage