Job Description

Executive Assistant/PA to CEO - Financial Services - Cape Town

Our client, in the Financial Services Industry, is seeking a qualified Executive Assistant to join their team in Cape Town. The ideal candidate must be familiar with Muslim tradition.

Qualifications & Requirements

• Degree in Commerce / Humanities (From a Reputable University with English as a key component throughout studies)
• An MBA would be advantageous.
• 5-10 years experience post qualification
• Must have financial services industry experience.

Responsibilities

Secretarial

• Ensure the Executive's diary (electronic and hardcopy) is optimally managed for internal and external responsibilities and duties.
• Use of online tools, internet and e-commerce platforms.
• Liaises with internal and external parties to coordinate various meetings.
• Maintain a consolidated list of action items flowing from various forums, committees and meetings.
• Follow -up on all actions emanating from the Executive and Board meetings.
• Schedule meetings for Executive Directors to meet with direct reports and their teams at intervals as agreed.
• Provides confidential secretarial support to the Executive Director.
• Recording and typing agendas, minutes, memos, letters, reports and presentations for the Executive Director when required.
• Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
• Books venues for meetings and organises refreshments
• Ensures database with contacts, making sure telephone numbers and e-mail addresses is established and maintained.
• Supports Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
• Scout and maintain an awareness of the banknote and functional environments related to the Executive's portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.
• Cost centre and budget monitoring to alert Executive of risks.
• Develop and maintain a filing system according to the company's document control standards and procedures.
• Maintain Contact databases of Executive and ensures that databases are synchronized across all electronic devises.

Professional Support to Executive

• Liaise with other secretaries in the Group.
• Works closely with Company Secretary on matters relating the Board and Sub-committees.
• Co ordinates and communicates all items in Risk and/or Internal/External Audit reports which need to be actioned to Executive's teams.
• Support the Executive with follow-up activities.
• Sends out reminders to Managers teams regarding deadlines for submission of weekly/monthly reports.
• Consolidates departmental reports for Executives review.

Travel Arrangements

• Responsible for making travel arrangements for the Executive by liaising with clients and companies to be visited and arrange suitable dates and venues.
• Arranging flights (liaise with Travel Agent and online bookings), Accommodation and car hire when Director travels.
• Supports the Executive with trip planning and prepares detailed itineraries for the Executive.
• Organizes visas, foreign exchange and prepares all necessary documentation for travel.

Communication

• Conducts research in preparation for the Executive's engagements and meetings.
• Ensures the Executive's notes etc., are prepared in advance for presentations and meetings.
• Ensures the Executive's presentation materials are professionally prepared and communicated to parties in advance, if necessary.

Attributes

• Strong Academic Records.
• Strong Verbal and written communication skills.
• Applies Lateral thinking.
• Ability to follow instructions and work efficiently to deliver results within the deadline allotted by managers.
• Demonstrate high level of professional work ethic and integrity.
• Attention to detail.

Remuneration

Further details of the package levels provided upon interview.

Location

Cape Town, South Africa.

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