Personal Assistant

Our client is searching for a Personal Assistant for the Financial Manager, to join their team.

Job Purpose:

Perform a number of tasks for the FM and represent the FM on a daily basis so it is of high importance to always maintain a high standard in any assignment to be carried out.

• Grade 12 (required)
• Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)

• Relevant software application (MS Office Suite)
• Pastel (accounting and payroll) (preferred)
• Diary Management

• Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.
• Able to work in a fast-paced environment.
• Working under pressure
• Deadline driven.
• Strong attention to detail.
• Accurate/Meticulous/Efficient/Strong/Confident
• Good communication skills
• Excellent verbal, written, telephone and interpersonal skills.
• Computer literacy including developed skills in (MS Office Suite)
• The ability to manage own workload and to work as part of a team.
• Honest and Reliable

• Office based activities

• Afrikaans
• English

Job Specification & Key Responsibilities

• Manage the day-to-day office tasks of the FM
• Prepare background documents and outgoing mail as necessary.
• Monitor, screen, respond to and distribute incoming communications
• Maintain accurate calendars with an understanding of prioritising important deliverables
• Act as a liaison for the FM for internal and external inquiries
• Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meetings.
• Review and summarise miscellaneous reports and documents.
• Assist FM in drafting high-level presentations, communications and documents using Word, Excel and PowerPoint.
• Collaborate with other team members to organise various corporate events. Manage and maintain executives' schedules, appointments, and travel arrangements.
• Conduct research, collect, and analyse data to prepare reports and documents for FM.
• Prepare monthly expense reports for FM.
• Prioritise and manage multiple projects simultaneously and follow through on issues promptly.
• Assist with the management of Head Office payroll (about 35 people).
• Load payments for release.
• Handle insurance claims

• Ensure the FM’s diary is optimally managed for internal and external responsibilities and duties.
• Liaise with other stakeholders to coordinate various meetings
• Schedule meetings for FM to meet with direct reports and their teams at intervals as agreed.
• Provide confidential secretarial support to the FM.
• Recording and typing agendas, minutes, memos, letters, reports and presentations for the FM when required.
• Responsible for answering, scanning and re-routing telephone calls as well as setting up telephone or video conferences.
• Responsible for scrutinising, re-routing and answering all incoming correspondence (mail and e-mail)
• Book venues for meetings and organise refreshments
• Ensure a database with contacts telephone numbers and e-mail addresses is established and maintained.
• Support FM with compliance with company policies and ensure FM is kept abreast of policy changes.
• Scout and maintain an awareness of FM’s portfolio and advise the FM of information and or matters of interest such as conferences, seminars etc.

• Responsible for making travel arrangements for the FM by:
• Liaising with people and companies to be visited to arrange suitable dates and venues.
• Arrange flight tickets, accommodation, car hire etc.
• Support the FM with trip planning and prepare detailed itineraries for the FM
• The above will also include travel for personal purposes such as commuting flights etc.