Executive Assistant

6 days ago

Cape Town, Western Cape, South Africa Stonehage Fleming Full time R300 000 - R600 000 per year

Main Duties Include

  • Answering telephone calls for relevant staff members and noting messages
  • Act on behalf of the Senior CRM, screening, directing and actioning inbox correspondence, liaising with any relevant teams, person to action in pursuit of addressing diary priorities
  • Provide extensive diary and inbox management along with call and meeting scheduling
  • Maintain calendars of relevant staff members within the team and set up meetings with staff members and clients
  • Point of contact for offshore colleagues – assist with any requirements
  • Assist marketing department with marketing requirements
  • Assist at times with various client work, as instructed by directors
  • Act as the point of contact among executives, employees, clients and other external partners
  • Manage information flow in a timely and accurate manner
  • Track daily expenses and prepare weekly, monthly or quarterly reports
  • Oversee the performance of other clerical staff
  • Act as an office manager by keeping up with office supply inventory
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Minute taking
  • Organize and maintain the office filing system
  • The management of the Investment Management team's CPD points
  • Assisting with the management of the office head's administration – expense claims, certificates and information ordering gifts for clients, delivery of documents
  • Ensuring the office head is kept up to date with any information relating to clients, which can have an impact on the client relationship
  • Assisting with QR commentaries and reviews
  • Preparation of Review packs
  • Ensure meeting are well prepared and catered for
  • To pro-actively anticipate anything that could be required for example when unforeseen things come up
  • Assist in reception when needed
  • Assisting with client functions (sending invitations on behalf of Partner, arranging catering and setting up of boardrooms etc.)
  • Maintain catering supplier list for meetings and events

Travel Arrangement Duties

  • Liaising with a third party provider to facilitate the scheduling of flights and accommodation for staff members within Stonehage Fleming.

Qualifications And Experience

  • Work experience as an Executive Assistant, Personal Assistant or similar role
  • Excellent MS Office knowledge
  • Outstanding organizational and time management skills
  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
  • Excellent verbal and written communications skills
  • Discretion and confidentiality
  • Understanding of the finance industry
  • Previous experience in the Professional Services environment in a similar role advantageous. Secretarial diploma or occupational certificate advantageous

COMPETENCIES AND BEHAVIOURS

  • Excellent at building, maintaining and managing strong relationships across the business
  • Confident engaging with stakeholders at all levels
  • Able to make decisions, take ownership and accept accountability
  • Working in a fast-paced environment, with the ability to make changes in the moment to deliver
  • Resourcefulness and an ability to solve problems
  • Excellent organising and planning skills
  • Action orientated - can identify and work to clear priorities, manage time and resources effectively
  • Pro-active and have a great attention to detail
  • Strong organisational skills, with an ability to manage your own workflow and that of a team
  • Working in collaboration and inspiring a team to deliver exceptional customer experience
  • Demonstrates drive and enthusiasm for personal development

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