Executive Pa
2 weeks ago
The desired qualifications for this role include a minimum of 3-5 years of experience as an Executive Assistant, Paralegal Assistant, or Conveyancing Secretary.
Job PurposeTo provide comprehensive administrative and legal support to the Executives.
Key Performance Areas
- Efficiently manage and maintain the calendars of the Executives, scheduling appointments, meetings, and travel arrangements.
- Organize internal and external meetings on behalf of the Executives, ensuring all the necessary requirements are met, such as venue, equipment, presentations, and agendas.
- Provide secretarial and administrative support to the Executives.
- Make travel arrangements, including flights, visa requirements, hotel accommodation, rental cars, and meeting schedules, while ensuring expenses are accurately recorded.
- Provide secretarial support for meetings when required, such as drafting and circulating agendas, preparing minutes, communicating meeting reminders, confirming venues, arranging refreshments, and distributing comprehensive minutes and action points to all members postmeeting.
- Draft and write highquality reports and presentations, as required by the Executives.
- Communicate important updates and information to all FPG shareholders, board members, and staff, as required by the Executives.
- Arrange Central Office and Senior leadership events.
- Act as Board Secretary for Board and Committee meetings, including preparing meeting agendas, recording meeting minutes, and collating board reports and presentations.
- Confirm meeting venues, arrange refreshments, and distribute comprehensive minutes, including board resolutions, to all members postmeeting.
- Assist with arrangements for staff functions, such as team building events or yearend functions.
- Liaise with conveyancing attorneys and accounting officers.
- Liaise with the Banker to ensure all banking requirements are met to fulfil suspensive conditions (i.e. FICA, Insurance, Legal documentation).
- Effectively communicate with the company secretary.
- Collate information to fulfil BBBEE requirements.
- A qualification as a Paralegal Practitioner, Conveyancing Secretary, or similar is essential.
- A university degree or diploma in Secretarial Office Administration, Management Assistant, or equivalent is advantageous.
- Organisational, planning, and multitasking skills.
- Excellent communication skills.
- Information gathering and monitoring skills.
- Problem analysis and problemsolving skills.
- Judgment and decisionmaking ability.
- Ability to take initiative.
- Professionalism and confidentiality.
- Attention to detail and accuracy.
- Flexibility.
- Professional knowledge of all Microsoft Office programmes.
- A minimum of 35 years experience as an Executive Assistant, Paralegal Assistant, or Conveyancing Secretary.
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