Executive Personal Assistant

2 weeks ago

Johannesburg, South Africa GIBB Full time

**Core Purpose of the Role**:
Provide Executive Administration support to the Group Chief Financial Officer (GCFO) and the Finance Department.

**Key Performance Areas**:

- Manage the diary of the GCFO including prioritising, resolving conflicts, and completing demands. Proactively scheduling important meetings with internal and external individuals and maintaining an organised office.
- Manage/control the GCFO’s task items for the Finance Department to ensure timely adherence to deadlines.
- Maintaining confidential correspondence and reports for the Finance Department
- Providing support to GCFO in the co-ordination of the Finance Departmental activities by ensuring that the Heads of the Department meet their objectives.
- Follow up on all outstanding and pending requests for all subsidiaries within the GIBB Group.
- Organise and attend specified meetings including the Audit & Risk Committee meeting. Recording, producing, and distributing minutes of meetings within agreed deadlines.
- Prepare all packs and papers for meetings including organising bi-monthly Finance meeting.
- Prepare expense claims within policy guidelines for GCFO and review expenses submitted by direct reports in a timely manner.
- Prepare timesheets and review timesheets submitted by direct reports in a timely manner.
- Produce presentations using PowerPoint and update Excel spreadsheets.
- Maintain and update the Contracts Register for the GIBB Group Shared Services.
- Maintain and update the Legal Register for the GIBB Group.
- Maintain and update all insurance claims.
- Communicate with all visitors, and company personnel in a professional and polite manner.
- Undertake any other tasks as requested by GCFO.

**Basic Requirements**:

- Strong organisational skills including the ability to manage calendars and effectively maintain records and files.
- Experience in organising meetings, preparing, and monitoring budgets, assisting with travel and general office operations support.
- Strong people skills and the ability to build and maintain professional, friendly, and cordial relationship with stakeholders, including company personnel and external partners.
- Highly respectful team-player with the ability to also be extremely effective independently.
- Proficiency in grammar, spelling, and proofreading.
- Expert level written and verbal communications.
- Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint, and Outlook.
- Ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.

**Qualifications**:

- Matric
- Diploma in Office Administration.

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