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

Job Purpose:

Manage the day-to-day office tasks of the FM. Awareness of the organisation’s aims and objectives and work to help the FM make the best use of her time by assisting in various projects as well as dealing with all secretarial and administrative tasks. 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.

Required: Qualifications

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

Required: Experience

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

Required Competencies

• 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

Work Environment

• Office based activities

Languages

• Afrikaans
• English

Job Specification & Key Responsibilities

Main Tasks and 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

The Employee requires these skills and experience to carry out the business.

• 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.

Travel Arrangements

• 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.