Executive Assistant - Claremont

Job profile
Provide administrative support to Managing Director
Back up for CIO and remaining Executive Directors
Ad hoc tasks for HODs
Admin team support when needed
Administrative support
Effective office management
Calendar management
Travel Management
Co-ordination of Meetings / functions
Compile, consolidate, edit and file important documentation
Assist with ad hoc requests and errands
Coordination of ad hoc projects
Preparing PowerPoint presentations and other communications
Proactively planning calendars and commitments
Gathering and consolidating information from internal and external sources
Proof-reading, re-formatting, and rounding off documents
Communicating daily priorities
Assistance on personal requests
Overseeing resolution of urgent client and internal matters while they are traveling
Assisting with IT issues
Credit card and expense claim reconciliations, working closely with the Travel Admin
Maintaining CRM
Scheduling and coordinating all Management, Shareholders, and Board of Directors meetings
Managing diaries, booking locations, and finalising support materials and agendas
Minute taking at Director's meetings when required
Arranging internal/external in-person and conference call meetings
Maintaining contact while out of the office
Additional business support where needed
Ensure the Executive’s diary (electronic) is optimally managed for internal and external responsibilities and duties
Use of online tools, internet, and e-commerce platforms
Liaises with internal and external parties to coordinate various meetings
Maintain a consolidated list of action items flowing from various forums, committees, and meetings
Follow-up on all actions emanating from the Executive and Board meetings
Schedule meetings for Executive Directors to meet with direct reports and their teams at intervals as agreed.
Provides confidential secretarial support to the Executive Director
Recording and typing agendas, minutes, memos, letters, reports, and presentations for the Executive Director when required
Responsible for answering, scanning, and re-routing of telephone calls as well as setting up the telephone or video conferences
Books venues for meetings and organises refreshments
Ensures database with contacts, making sure telephone numbers and e-mail addresses is established and maintained
Supports Executive with compliance to company policies and ensures Executive is kept abreast of policy changes
Cost center and budget monitoring to alert the Executive of risks
Develop and maintain a filing system according to the company’s document control standards and procedures
Maintain Contact databases of Executive and ensures that databases are synchronized across all electronic devices
Reply to MDs emails
Liaise with other secretaries in the Group
Works closely with Company Secretary on matters relating to the Board and Sub-committees
Coordinates and communicates all items in Risk and/or Internal/External Audit reports which need to be actioned to the Executive’s teams
Support the Executive with follow-up activities
Sends out reminders to Managers' teams regarding deadlines for submission of weekly/monthly reports
Consolidates departmental reports for Executives' review
Responsible for making travel arrangements for the Executive by liaising with clients and companies to be visited and arranging suitable dates and venues
Arranging flights (liaising with Travel Agent and online bookings), Accommodation, and car hire when Director travels
Supports the Executive with trip planning and prepares detailed itineraries for the Executive
Organizes visas, and foreign exchange and prepares all necessary documentation for travel
Completes a broad variety of administrative tasks for the MD including managing an extremely active calendar of appointments, completing expense reports; composing and preparing correspondence, arranging travel plans, itineraries, and agendas, and compiling documents
Plans, coordinates and ensures the MD's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the MD's time and office
Researches prioritizes, and follows up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
Provides a bridge for smooth communication between the MD's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff
Works closely and effectively with the MD to keep him/her well informed of upcoming commitments and responsibilities
Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the MD updated
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the MD, some of which may have organizational impact
 

Minimum Requirements
Grade 12
Administrative Diploma (ADV)
Other tertiary education
5 to 10 years of experience in administrative support functions for an Executive or Senior Manager
Proficient in MS Office suite
Strong minute taking skills
Ability to collate reports from numerous sources
Ability to plan and organize self and others
Ability to engage with clients
Ability to manage tasks with both confidentiality and integrity
Ability to handle conflict
Analytically astute
Manage diverse personalities
Strong work ethic
Problem Solving independently
Proactive and creative thinker
Must have financial services industry experience
Powerpoint skills


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the said position and this information may be shared with the relevant stakeholders in the business.

Please note that only shortlisted candidates will be contacted.
Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

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