Job Description

iMasFinance is a Financial Services Cooperative. We are looking for an Team Assistant (Personal Assistant or PA to Executives). This position reports to the Managing Executive: iLend (Financing and Loans Division) and Group Manager: Corporate Marketing and Communication. The successful candidate will be an innovative, dynamic and energetic self-starter with seasoned experience in serving Executive or Senior Management level.
In support of the iMasFinance transformation strategy, preference will be given to candidates from the designated groups.
Job Purpose:
To provide high-level administrative support to Executives and Senior Management by performing secretarial and clerical functions; organizing and coordinating resources, meetings and gatherings; preparing, collating and distributing reports, meeting packs and minutes; following-up and following through on decisions, actions and plans from meetings; handling correspondence, storing, archiving, retrieving and distributing information and records; and providing an excellent service to customers and visitors.
Job Outputs:
Personal Assistance

• Manage and maintain Executive's/Group Manager's schedule/diary.
• Compile data and prepare papers for consideration and presentation by executives, committees and board of directors.
• Make travel arrangements for Executives/Group Managers.

Administration

• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheets, database or presentation software.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform general office duties such as ordering supplies, maintaining records and performing basic bookkeeping work.
• File and retrieve corporate documents, records and reports.
• Open, sort and distribute incoming correspondence.
• Prepare agendas and make arrangements, such as coordinating venues and catering for meetings.
• Interpret administrative and operating policies and procedures for employees.

Corporate Image and Communication

• Answer phone calls and direct calls to appropriate parties or take messages.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries

People Management

• Complete and execute agreed Performance Contract
• Complete Individual Development Plan.
• Attend learning and development courses/interventions.
• Participate in peer and team learning initiatives

Qualifications:

• Matric (Languages/Accounting/ Mathematics): Essential
• Certificate/Diploma in Administration/Secretarial or related field (Essential)
• Computer literacy (MS Office)
• Code 8 (EB) driver's license (manual transmission vehicle)

Experience:

• 5 years' operational experience in office administration or secretarial environment or related field (Essential)
• 5 years' operational experience in financial services environment (e.g. banking / lending / financing / insurance institutions) (Essential)
• 3 years operational experience as Personal Assistant (PA) to senior management or executives (Essential)

Knowledge and Skills:

• Clerical and secretarial skills
• Office administration and management
• Customer and personal service
• Multilingual (ability to communicate in English and at least two or more South African Official Languages)
• Relationship building and stakeholder interaction and engagement
• Exceptional writing, reading, verbal communication and presentation skills
• Perseverance, Resilience, Assertiveness
• Active listening and critical thinking skills
• Time management, scheduling, organizing and coordinating skills
• Typing, filing, record keeping and archiving skills
• Monitoring, follow-up and follow-through skills
• Trust, Innovation, Teamwork, Ownership values

Skills Required