Executive Personal Assistant - Office Manager

SUMMARY:
The Role:

Essential functions:

Compliance management

• Manage and co-ordinate all compliance requirements for the business with external compliance company. (FAIS, FICA, reps, updated documents etc) 
• Att...
  
  

  POSITION INFO:
  The Role:

  Essential functions:

  Compliance management

  • Manage and co-ordinate all compliance requirements for the business with external compliance company. (FAIS, FICA, reps, updated documents etc) 
  • Attend to all SLAâ??s and agreement with clients, service providers etc

  HR functions

  • Manage all HR and payroll requests with head office on behalf of CEO (i.e retrenchments, onboarding new employees, salary increases, terminations, disciplinary inquiries, all HR related matters)

  Executive support and general administration

  • Managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries etc 
  • Plans, coordinates, and ensures the CEO''s schedule is followed and respected. 
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO''s time
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO''s ability to effectively lead the company. 
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Prepare Agendaâ??s, minutes, board packs for all CEOâ??s meetings i.e. EXCO, MANCO and Trustee meetings
  • Manage and approve on behalf of the CEO flights and accommodation for all travel requests for ALL employees 
  • Manage and approve on behalf of the CEO expenses submitted on TXM for ALL employees
  • Manage and approve all leave on ESS on behalf of the CEO - Search for tenders and prepare for submission
  • Assist with all marketing and social media requests (designing of website, signatures, business cards, logos etc with external service provider) 
  • Prepare and design proposal reports and presentation templates for newsletters, correspondence, information packs etc
  • Format all reports and presentation requests
  • Arrange functions, conferences and events for the CEO
  • Assist with all personal matters and requests from the CEO as and when required i.e. insurance claims, appointments, car services, dry cleaning, lunch etc
  • Attend to all adhoc requests
  Skills and Experience:

  Essential Qualification:

  • Business Administration
  • Project management 
  • RE5 and 120 FAIS Credits
  • Human Resource Management
  • Wealth Management/Financial Management 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
  • Media web platforms.

  Preferred Qualification:

  • Secretarial Diploma or equivalent BCom Business Administration and Project Management

  Experience required:

  • Function related experience: 5> years
  • Project experience: 3> years
  • Other experience: 2 years in Administration
  Other:

  Work environment:

  • Must be able to work under pressure
  
  
  

   

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