Project Coordinator and Executive Assistant - AA Cape Town

Job Profile
Provide organization-wide project coordination
Support key forums to deliver on strategic projects and in addition provide executive and administrative support to the Chief Operating Officer (COO)
Project coordination functions
Monitoring the overall strategic projects list
Compiling reports on progress on strategic projects for different internal forums
Assisting with or coordinating business projects
Reporting monthly on the progress of projects as updated by managers and project owners; and
Assisting executives to coordinate certain key organization-wide initiatives on an ad-hoc basis (this will include organising meetings, taking minutes, following up on action items, and delivering certain items
Coordinating the agenda, presenters, and minutes
Following up on open action items
COO executive support functions
Assisting in Operations team presentations (including board, exco, and client due diligence reports and presentations)
Acting as scribe for certain COO or operational meetings
Performing document proofreading
Assisting with monitoring Operations Key Metrics
Assisting managers with the implementation of key metrics to monitor various operational efficiencies both from the internal operations teams and external vendors
Preparing the monthly operational dashboard
Creating a system to manage the workflow and recording of documents on SharePoint (legal documents), or soft tracking systems, relating to operational and project functions
Supporting the COO with strategic and operational ad hoc projects
Operational functions
Maintaining logs and summary reporting for operational risk errors
Maintaining fund-essential information (fees, benchmarks, names)
Maintaining signatory lists
Running with the vendor billing process (outsourced service providers and data providers)
CRM system updates for operations
Administrative functions
Diary and phone management for the COO
Scheduling internal/external team meetings
Booking rooms, parking, and catering, managing group email lists
Leave forms reporting
Managing the office supply inventory
Assisting with new staff take-on and access forms
Travel arrangements and itineraries
Billing
Logistics

Minimum Requirements
AA
BCom, BA, Project Management, or similar qualification
MS Office efficient
Experience in a similar role or managing projects is required
Basic understanding of financial markets and instruments or experience in an asset management
Demonstrate ethics and integrity
Have excellent planning & organising skills


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