Executive Personal Assistant

SUMMARY:
Executive Personal Assistant - Financial Services OR Investment experience

POSITION INFO:

The Executive Assistant will support the CEO, CFO and COO of a listed international Investment Company.

This is a senior role, and we are searching for a mature experienced professional.

General:

• Manage and maintain CEO’s, CFO’s and COO’s schedules, diaries
• Answer, screen and respond to incoming phone calls
• Prepare and modify documents, including correspondence, reports, drafts, memos and emails.
• Manage and prioritise email traffic and distribute incoming communications
• Design and maintain databases and file and retrieve documents.
• Maintain electronic and hard copy filing system
• Handle requests for information and data
• Maintain Exco’s office supply inventory and coordinate maintenance of the office equipment
• Domestic and international travel management

Meeting management (Liaising with various stakeholders over multiple time zones and high-level participants)

• Plan timelines, prepare presentations, secure venues and technical webinar services, communicate invitations to shareholders and investors, manage event registrations
• Coordinate audio conference calls.
• Coordinate video calls using Zoom, Google Hangouts and Microsoft Teams.
• Manage meetings and coordinate annual calendar - dates for the board, subcommittee, monthly and quarterly financial reviews, audit and board engagements
• Manage finance and disposals meetings, strategy conferences and direct report meetings
• Coordinate event logistics for employee engagements, shareholder workshops and meetings
• Support the secretarial department with preparing the annual meeting planner
• Liaise with non-executive directors, bind and distribute the board and subcommittee meeting packs and coordinate all board members travel.
• Arrange record, transcribe and distribute minutes of meetings
• Coordinate deliverables based on action plans from Exco meetings

 Other:

• Prepare monthly business-related expense claims
• Set and communicate monthly and quarterly financial deadlines in conjunction with the half-year and year-end financial deadlines

Qualifications and Skills:

•  Matric + Relevant tertiary qualifications
• At least five (5) years working experience as Secretary or Office Manager
• Previous experience as Executive PA experience
• Knowledge of Office packages (Excel, PowerPoint, Word etc.) + Virtual meeting solutions
• Professional work standards and excellent work ethics
• Ability to carry out assignments independently
• Adhere to prescribed routines and practices
• Takes initiative to achieve results
• Ability to deal with investors, executives, board members and high-level stakeholders
• Excellent communication skills and ability to express ideas effectively
• Honesty, truth, respect, integrity, due care, confidentiality and meritorious behavioural conduct
• Maintain privacy and remains committed
• Handle pressure and demonstrate an emotional resilience

NB! This job is now closed. You can apply for other jobs by uploading your CV.