Executive Assistant: Cfos Office

2 weeks ago

Midrand, South Africa Construction Education & Training Authority Full time

**JOB PURPOSE AND PROFILE**

To provide a comprehensive executive administrative support service to the CFO by ensuring the effective and efficient running of the office and assist in providing key support to the CETA in the execution of the overall strategy.

Further to this, the incumbent must ensure co-ordination of various external service providers such as travel agencies and internal departments, such as procurement. The incumbent will also support by ensuring that all information (reports, agenda’s, minutes, etc.) are available when meetings are attended. The incumbent is also responsible to ensure that all visitors to the office are received in a professional manner; in line with CETA values.

**RESPONSIBILITIES**:

- Administratively managing the CFO’s office by:

- Providing high-level administrative support by conducting research, compilation of data and preparation of reports for consideration and presentation where necessary.
- Performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
- Prepare confidential and sensitive documents.
- Manage the CFO’s diary, prepare agendas and collect materials for meetings, speeches and conferences, take minutes and keep records of proceedings.
- Collate all CFO’s office meetings minutes.
- Provide assistance with meeting agenda compilation and distribution thereof to relevant stakeholders.
- Ensure that changes to scheduled meetings are communicated timeously to all stakeholders.
- Follow up on departmental meeting outcomes, (e.g., resolutions, deliverables, and action plans).
- Coordinate boardroom bookings and ensure that the boardrooms are clean and that refreshments are served, etc.
- Review, proof-read and edit documents prepared for the CFO’s signature.
- Acts as liaison between the CFO and subordinates by transmitting directives, instructions and assignment and following up on status of assignments.
- Support the CFO in achieving the Office’s operational plans.
- Coordinate events/workshops and external stakeholders (internal departments, travel agencies, external departments and stakeholders).
- Maintain initiatives aimed at eliminating waste, improve productivity and reduce operating costs within the area of responsibility.
- Implement internal controls and ensure sound corporate governance management in the area of responsibility within the CFO’s office.
- Ensure that minutes of all SCM meetings, board meetings, the audit committee, and the meetings of any committees attended by the CFO are properly recorded in accordance with relevant legislation when required;
- Ensure that copies of the CETA's annual financial statements are sent to all entitled stakeholders to ensure legal compliance.
- Responsible for designing and maintaining a document management system in the CFO’s office.
- Consolidate and provide all required documents by Auditors;
- Cloud-based folder with all meeting documents (signed minutes, policies, processed, etc.)
- Develop and maintain a filing system for CFO’s office records per CETA policies.
- Maintain a professional image and keep the information confidential and secure.
- Receive and send correspondence on behalf of the CFO’s office, where delegated to do so.
- Screen all visits to the office and record such.
- Ensuring support for stakeholders towards compliance with the CETA’s policies; processes and procedures; rules and regulations; and relevant legislations.
- Development and oversee the implementation of CETA Service standards and business scorecard for the achievement of CETA overall Scorecard within the CEO’s office.
- Perform any other relevant duties as directed by the CFO.

**DESIRED SKILLS, EXPERIENCE AND COMPETENCIES**
- A degree qualification in Business Management/ Administration, Education, HR, Governance/ Secretarial service at NQF 7.
- An honours level qualification at NQF level 8 and experience in a SETA environment will be an added advantage.
- Minimum 5 years in secretarial / administrator role; with at least 3 years Executive Assistant responsibility especially to the C-suite level.
- Demonstrated experience in reporting to executives and internal committees.
- Knowledge of higher education sector, the SDA, SDLA and the PFMA are essential.

**The following Attributes are necessary to succeed in this role**:

- Punctual, self-discipline and a motivated team player.
- Ethical consciousness and conduct in all dealings with the matters of CETA.
- Emotionally intelligent and communicates well across all levels.
- Analytical and pay attention to detail.
- Deadline driven.
- Adaptable and problem-solver.
- Excellent negotiation and organising skills.
- Innovative and creative self-starter.
- Ability to work with difficult individuals.

**OTHER REQUIREMENTS**
- Willingness to, as may be required to work extensive hours.
- Ability to meet tight deadlines.
- Undertake and perform any additional functions as appro

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