Personal Assistant

7 months ago

Illovo, 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 ad-hoc 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 well-developed 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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