Executive PA

Job Description/ Key Responsibilities:

• Attend to routine administrative/PA duties such as travel arrangements, ordering of foreign currencies, travellers’ cheques, booking meetings, receiving Finance / IT department visitors.

• Liaise with legal counsel, banks, insurance brokers, CIPC and suppliers (ensure queries dealt with timeously)

• Supervise the receptionist and ensure coordination of temporary receptionist when required.

• The smooth running of the Finance Driver’s day-to-day deliveries, collections, and visitors.

• Raise orders on JDE for the Finance and IT Departments as well as other departments.

• Maintain Finance SOP’s and write SOPs where applicable.

• Sort out day to day issues with the Company and leased vehicles. Arrange licenses of vehicles. Interact with bank with regards to traffic fines and lease vehicle licenses, fuel cards, vehicle maintenance as well as the same for company-owned vehicles.

• Help compile the budget for the Finance Department and maintain monthly controls on spend against budget.

• To maintain and update the company asset register as well as keep a control over the camera asset lists.

• All correspondence to cell phone companies, change of contracts, new contracts, cancellation of contracts.

• To organise Finance archives and cleaning out of archives on a yearly basis.

• To keep the Finance archives up to date.
• Complete and manage on a day-to-day basis Company returns to the Companies and Intellectual Properties Commission
• Maintain register of Trademarks and renewal dates, renew as applicable.
• Maintain the Company general registers of contracts. File when new contracts/agreements are received or updated.
• Payment of Annual Returns for all companies on CIPC.
• Log all vehicle, marine and building insurance claims. Keep in continues contact with insurers, assessors, and lawyers up to such time that the claim is completed.
• Ongoing maintenance of Company statutory records, i.e., guard books and writing of resolutions.
• Correspond with and keep the Company’s FICA status with the banks. Liaise with all banks with regards to facility letters, signatories, and daily queries.
• The smooth running of the reception area.
• Maintain and keep up to date the limits of authority for the order workflow.
• Ensure timeous completion of exec, board, and IT Steering Committee packs.
• Prepare presentations for Board / shareholder meetings
• Take minutes at department meetings
• Allocation of asset numbers – via SharePoint system
• Disposals of assets on JDE system
• Open Orders – managing the workflow
• Audit Support to the finance team during internal and external audit and ensuring deadlines are met
• Support during site visits/ conferences held on site
• Compilation of annual declaration of interests for all board members
• Typing of AFS
• Communication with Japan (Client) leading up to AGM and Board meetings (ensuring logistics taken care of)

Computer literacy:

• MS PowerPoint, Publisher, Word, Excel, Outlook
• Internet search engines

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