Executive Assistant : Finance

SUMMARY:
An exciting opportunity has become available for an Executive Assistant who will report to the Ocean

POSITION INFO:

An exciting opportunity has become available for an Executive Assistant who will report to the Oceana Group CFO. The purpose of the role is to provide Executive support in a one-on-one working relationship with the CFO by serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CFO. The incumbent will serve as a liaison to the functional portfolios reporting to the CFO as well as the group’s executive team.

You key responsibilities would be:

Executive support

• Completes a broad variety of administrative tasks for the CFO including managing an extremely active calendar of appointments, completing expense reports; composing and preparing correspondence, arrange travel plan, itineraries and agendas and compiling documents
• Plans, coordinates and ensures the CFO''s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CFO''s time and office.
• Communicates directly, and on behalf of the CFO, with internal and external stakeholders.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CFO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CFO''s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CFO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CFO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CFO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CFO''s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintaining and updating functional area organograms

Board support and liaison

• Serves as the CFO and Company Secretary’s administrative liaison to the board of directors as required
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

General

• Manages typing, compiling and preparation of reports, presentations and communications
• Works with the finance, IT and company secretarial teams in coordinating the CFO''s activities as well as providing administrative support to the team
• Participates as an adjunct member of the CFO’s Leadership Team including assisting in scheduling and attending meetings as required
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings, including event planning and management as required
• Preparing and taking minutes of meetings and getting them approved as well as preplanning/meets.
• Ensures that the CFO''s bio is kept updated and responds to requests for materials regarding the CFO

Knowledge, skills and attributes required:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external parties
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Requirements:

• Bachelor''s degree required
• Strong work tenure: 5 to 10 years of experience supporting C-Level Executives
• Proficient in Microsoft Office (Outlook, Word, Advanced Excel, Visio and Power Point) and Adobe Acrobat
• Willingness to work flexible hours and/or be available after hours where required
• A valid driver''s license and own vehicle would be advantageous

In support of the Company’s Employment Equity Plan, applicants from designated groups will be given preference for this position.

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