Job Description

Introduction

The Executive Assistant to the Chief Financial Officer is responsible for providing comprehensive support to the Chief Financial Officer and his Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Disclaimer

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Role Purpose

The Executive Assistant to the Chief Financial Officer is responsible for providing comprehensive support to the Chief Financial Officer and his Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Completed matric
Qualification in office administration/ related preferred
Expert proficiency with Microsoft Office in particular MS Teams, Word and PowerPoint
Proficiency on project management tools/ software preferred
Ability to design and edit graphic presentations preferred
At least 5 years' secretarial experience
At least 3 years executive PA assistance to a senior leader in a financial/ insurance industry
At least 5 years exceptional project coordination and planning experience essential

Duties & Responsibilities

Work closely with Executive member and leadership team to keep them well informed of upcoming commitments and responsibilities by following up appropriately. In relation to the Exco member supported, anticipate Exco needs in advance of meetings, conferences, etc
Serve as the primary point of contact for internal and external constituencies on relevant matters pertaining to the Exco member, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exco member's style and organization policy
Coordinate all Exco member's meetings and travelling and assist with staff meetings and events as needed
Complete a broad variety of administrative tasks that facilitate the Exco member's ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations, accurate and timeous minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements
When in the office, pro-actively screen incoming calls, correspondence and respond independently where possible
Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
Support the flow of information within the Exco office, ensuring that matters requiring their personal attention are handled speedily
Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
Replenish and manage office supplies
Accurately escalate client complaints and queries to the relevant department
Ensure records are kept in order and easily accessible
Effectively communicate at all management levels with clients/ stakeholders
Build and maintain relationships with clients and internal and external stakeholders
Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
Make recommendations to improve client service and fair treatment of clients within area of responsibility
Develop and maintain productive and collaborative working relationships with peers and stakeholders
Positively influence and participate in change initiatives
Continuously develop own expertise in terms of professional, industry and legislation knowledge
Contribute to continuous innovation through the development, sharing and implementation of new ideas
Control and check expense claims for authorisations
Prepare and check invoices and arrange for payments

Competencies

High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and other internal and external stakeholders
Exceptional organizational skills and impeccable attention to detail.
Good verbal and written communication
Organisational skills and the ability to multitask
The ability to be proactive and take the initiative
Tact and diplomacy
Time management and coordination
Flexibility and adaptability
Discretion and trustworthiness: you will often be party of confidential information
* Results orientated