Executive Personal Assistant to the CEO of an Accounting Firm in Stellenbosch

3 weeks ago

Stellenbosch, Western Cape, South Africa Sagen Advisory Full time

Company Description: We are Sagen Advisory, a specialized recruitment company seeking a highly organized and detail-oriented Executive Personal Assistant to join our client's professional Accounting and Tax specialized firm in Stellenbosch.

The company is dedicated to excellence in Accounting and Tax Returns.

Job Summary:

We are seeking a reliable and proactive Executive Personal Assistant to provide administrative and secretarial support to the CEO of our client's company. The ideal candidate is detail-oriented, can handle multiple tasks in a fast-paced environment, and is able to prioritize workload effectively.

This is a fantastic opportunity for someone who can provide full administrative and secretarial support at a senior level to the CEO to ensure the smooth management of their day-to-day affairs and the most effective use of their time.

The candidate must be able to handle sensitive and complex issues in a professional and objective manner and be able to take initiative as appropriate, especially in the CEO's absence. The ideal candidate is mature and must have a strong personality.

They must have a passion for streamlining the CEO's schedule and workload, and have previous Executive level PA experience. An added benefit would be to have a background in working in law or the legal sector, and if you have experience with working with legal documents, contracts, and taxes. Although the legal background is not a requirement, it will be an added benefit to the company.

Main Responsibilities:
  1. Manage and maintain the electronic diaries of the CEO, assessing the priority of appointments and reallocating as necessary.
  2. Handle sensitive and complex issues in a professional and objective manner.
  3. Organize meetings, including preparing agendas, pre-meeting briefings, and meeting papers.
  4. Screen calls, enquiries, and requests, and deal with them appropriately.
  5. Manage travel arrangements for the CEO, including visas and accommodation.
  6. Assist CEO in researching and following up with action on matters which fall within the CEO's responsibility – chasing responses, triggering follow-up action.
  7. Manage arrangements for Trustees' and Sub-Committee meetings, including production/distribution of agenda and papers.
  8. Process correspondence for the CEO, ensuring that incoming correspondence is dealt with appropriately.
  9. Maintain office systems, including data management and filing.
  10. Maintain records of contacts for the CEO.
  11. Assist with research and follow-up on matters that fall within the CEO's responsibility.
  12. Produce documents, briefing papers, reports, and presentations for the CEO.
  13. Supervise incoming and outgoing mail for the CEO.
  14. Meet and greet visitors at all levels.
  15. Supervise all Trust incoming/outgoing.
  16. Any other duties as may reasonably be required by the CEO.
External Relationships:
  1. Contacts of the CEO.
  2. Funding partners.
  3. Legal professionals.
  4. Service providers.
  5. Conference facility, catering, and accommodation.
Person Specification:
  1. A Bachelor's Degree.
  2. Minimum of 3 years EXECUTIVE personal assistance experience.
  3. Strong experience in electronic diary management.
  4. Excellent communication skills with the ability to interact professionally with a wide range of contacts both internal and external to the company.
  5. Strong organizational skills with excellent attention to detail and the ability to maintain a high level of accuracy.
  6. A flexible and proactive approach to work with the ability to prioritize and re-prioritize workload as required.
  7. Ability to work on own initiative and be creative.
  8. Ability to take accountability for your own work and be forward-thinking.
  9. Ability to deal with sensitive information with discretion and to maintain confidentiality.
  10. Experience with legal documents and contracts is highly desirable.
  11. Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel, and PowerPoint.
Salary:

R25 – R50, negotiable and experience related.

Company Summary:

The company specializes in individual tax returns, so that clients don't have to. They have a single service on which their attention is focused, and they are challenging the outdated tax industry in South Africa. They provide a space where the team culture is innovative, forward-looking, and technically advanced. They love problem solving and challenging the old with the new.

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