Executive Personal Assistant

2 weeks ago

Sandton, South Africa Guardrisk Full time

**Introduction**
- The Executive Assistant to the Chief Financial Officer is responsible for providing comprehensive support to the Chief Financial Officer and his Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**Disclaimer**
- As an applicant, please verify the legitimacy of this job advert on our company career page.

**Role Purpose**
- The Executive Assistant to the Chief Financial Officer is responsible for providing comprehensive support to the Chief Financial Officer and his Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**Requirements**:

- Completed matric
- Qualification in office administration/ related preferred
- Expert proficiency with Microsoft Office in particular MS Teams, Word and PowerPoint
- Proficiency on project management tools/ software preferred
- Ability to design and edit graphic presentations preferred
- At least 5 years’ secretarial experience
- At least 3 years executive PA assistance to a senior leader in a financial/ insurance industry
- At least 5 years exceptional project coordination and planning experience essential

**Duties & Responsibilities**
- Work closely with Executive member and leadership team to keep them well informed of upcoming commitments and responsibilities by following up appropriately. In relation to the Exco member supported, anticipate Exco needs in advance of meetings, conferences, etc
- Serve as the primary point of contact for internal and external constituencies on relevant matters pertaining to the Exco member, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exco member’s style and organization policy
- Coordinate all Exco member’s meetings and travelling and assist with staff meetings and events as needed
- Complete a broad variety of administrative tasks that facilitate the Exco member’s ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations, accurate and timeous minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements
- When in the office, pro-actively screen incoming calls, correspondence and respond independently where possible
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Support the flow of information within the Exco office, ensuring that matters requiring their personal attention are handled speedily
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
- Replenish and manage office supplies
- Accurately escalate client complaints and queries to the relevant department
- Ensure records are kept in order and easily accessible
- Effectively communicate at all management levels with clients/ stakeholders
- Build and maintain relationships with clients and internal and external stakeholders
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
- Make recommendations to improve client service and fair treatment of clients within area of responsibility
- Develop and maintain productive and collaborative working relationships with peers and stakeholders
- Positively influence and participate in change initiatives
- Continuously develop own expertise in terms of professional, industry and legislation knowledge
- Contribute to continuous innovation through the development, sharing and implementation of new ideas
- Control and check expense claims for authorisations
- Prepare and check invoices and arrange for payments

**Competencies**
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and other internal and external stakeholders
- Exceptional organizational skills and impeccable attention to detail.
- Good verbal and written communication
- Organisational skills and the ability to multitask
- The ability to be proactive and take the initiative
- Tact and diplomacy
- Time management and coordination
- Flexibility and adaptability
- Discretion and trustworthiness: you will often be party of confidential information
- Results orientated

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