Personal Assistant

2 weeks ago

Illovo Beach, KwaZulu-Natal, South Africa BDO South Africa Full time

The Personal Assistant is required to provide extensive support inclusive but not limited to admin, secretarial and functional support to the C Suite Executives (CEO, CFO and COO).

The individual will be responsible for the day-to-day operational running of the Offices of the C Suite Executives

General C Suite Office Management

  • To support the C Suite Executives by providing professional and confidential administrative & secretarial services
  • Initiate, establish, implement, maintain and monitor administration systems and procedures for the C Suite Executives
  • Act as a gate keeper to the C Suite Executives and ensure adequate resolution of general queries or issues
  • Manage and maintain Executive schedules, including scheduling of meetings, conferences, making of appointments and effective diary management
  • Manage leave for Executives and direct reports
  • Process and prepare all payment requests, administer company credit card, expense claims and other payments
  • Responsible for national travel coordination function.
  • Maintenance and coordination of partner personnel files and partner appointment process
  • Attend to any other adhoc activities required by the Executives
Communication Management

  • Build and maintain mutually beneficial relationships with internal and external stakeholders
  • Undertake research and prepare monthly reports, presentations, corporate submissions and other correspondence for Executives
  • Maintain awareness of all issues being handled by the Executives in order to understand priorities and enable quick responses
  • Discuss the work schedule daily to check priorities, ensure that Execs are aware of appointments for the day and schedule/reschedule according to changes that may occur
  • Ensure that correspondence is timeously dealt with

Coordinate and provide the following support to Executives:

  • Taking of minutes
  • Preparing presentations
  • Collation of reports
  • Drafting memorandums

EXCO

  • Coordinate all internal meetings and feedback sessions from work stream leaders
  • Take responsibility for arranging and organising all logistic requirements for these meetings/sessions
  • Attend to any outstanding actions resulting from meetings arranged and/or attended
  • Exchange and obtain information for senior management and external clients/suppliers
  • Track and compile inputs, comments and decisions received after meetings
  • Project coordinator for activities and actions resulting from
    EXCO meetings
  • Ensure all the actions from previous
    EXCO meeting are communicated to all and progress on/ completion of deliverables is followed up and documented
  • Facilitate the creation and distribution of the
    EXCO Agenda and supporting documents
  • Actively monitor and report on
    EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings
Board meetings

  • Take full responsibility for arranging and coordinating the logistics for these meetings
  • Manage all travel, flights, accommodation, venue and transport arrangements
  • Liaise with external travel agents for both local and international travel
  • Compile detailed itinerary for Executives
  • Compile all board/information/investor packs for these meetings.
Executive Record Keeping

  • Maintenance of the executive personnel records including initiation, amendments and conclusion

Qualifications:

  • National Diploma
  • Administration and Office Support or other relevant Secretarial/Executive Assistant qualification

Requirements:

  • 8+ years' experience as a Personal Assistant working with Executives in a similar organisation
  • A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives

Competencies:
Knowledge and Skills

Technical Competencies

  • Advanced MS office (particularly Excel and PowerPoint)
  • Database Management
  • Record keeping
  • Excellent written and verbal communication skills
  • Ability to priorities and work under pressure
  • Problem solving and analytical thinking skills
  • Highly organised, detail oriented and able to multitask
  • A team player with welldeveloped interpersonal skills
BDO Core Competencies

  • Relationships and Collaboration
  • Exceptional Client Service
  • Business Growth
  • Engaging people
  • Inclusive Agile Leadership
  • Quality, Risk management and Operational transformation

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