Executive Assistant to Cfo

4 weeks ago

Centurion, South Africa Secondments Recruitment Full time

**Job Advert Summary**:
To provide professional secretarial and office support/administration services including diary management to the office of Chief Executive Officer (CEO) / Chief Financial Officer (CFO) / Managing Director (MD).

Facilitate operational efficiency and assist the CEO / CFO / MD to achieve strategic objectives.

To manage the administrative requirements of the office of the CEO /CFO and assist with scheduling, planning and coordinating all Divisional activities

**Minimum Requirements**:
Preferred Minimum Education and Experience
- Post matric qualification / Diploma in Office administration or Secretarial
- 3-5 years experience as a Personal Assistant for an Executive Manager / CEO / CFO / MD
- 1-2 years experience as Personal Assistant

Critical Competencies
- Policies and Procedures
- Document Management
- Legislation
- Microsoft Office
- Project Co-ordination

Additional Requirements
- Required to be flexible with working hours
- Extended hours as and when required
- Travel as and when required

**Duties and Responsibilities**:
Key Performance Areas

1. Secretarial Support
- Organise CEO / CFO / MD diary, schedule appointments and ensure there are no conflicting appointments in the diary
- Telephone response - receive telephone calls, organise and prioritise calls, re-route or assist callers
- Co-ordinate and arrange CEO / CFO/ MD’s business trips and ensure itinerary is made available to CEO / CFO / MD prior to trips
- Ensures all correspondence is typed and where appropriate drafted and approved by CEO / CFO / MD or dispatched independently

2. Stakeholder and Meeting Management
- Co-ordinate internal and external meeting requests
- Receive visitors for the CEO / CFO / MD

3. Scheduling, Planning and Coordinating Divisional Activities
- Develop and manage relationships with other Divisions
- Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
- Distribute correspondence in and out from the office of the CEO / CFO / MD
- Co-ordinate / Manage Divisional special projects

4. Administration of Correspondence and Documentation
- Register on receipt of hard copy documents and distribute accordingly
- Ensures all documentation is kept in a safe and secure environment and that archives are indexed
- Creates and maintains an effective filling system
- Ensures accurate record keeping and relevant database input

5. Facilitate Events
- Receive a request for the facilitation of a conference or strategic session; or
- A conference or strategic session is arranged in accordance with the annual schedule
- Filter requests for engagements and determine relevance for referral to the CEO / CFO

6. Research
- Research information as required by CEO / CFO / MD using variety of sources
- Develop presentations for the CEO / CFO / MD based on research conducted
- Perform any other research tasks as may be required by the manager
- Assist the CEO / CFO / MD with special projects as and when they arise

7. Performance Administration
- Ensure performance agreements are signed for all direct reports within stipulated time frames
- Schedule coaching and performance review dates for the year in advance
- Prepare file for each of the Executive Managers
- Ensure all relevant evidence / means of verification is included in files

8. Budget Monitoring
- Monitors expenditure against budget
- Track department expenses and report variances to the CEO / CFO
- Support the Division in co-coordinating expenses

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