Primary Purpose of the Job:
The Personal Assistant is required to provide extensive support inclusive but not limited to admin, secretarial and functional support to the C Suite Executives (CEO, CFO and COO). The individual will be responsible for the day-to-day operational running of the Offices of the C Suite Executives.
Main Duties and Responsibilities:
General C Suite Office Management:
To support the C Suite Executives by providing professional and confidential administrative & secretarial services
Initiate, establish, implement, maintain and monitor administration systems and procedures for the C Suite Executives
Act as a gate keeper to the C Suite Executives and ensure adequate resolution of general queries or issues
Manage and maintain Executive schedules, including scheduling of meetings, conferences, making of appointments and effective diary management
Manage leave for Executives and direct reports
Process and prepare all payment requests, administer company credit card, expense claims and other payments
Responsible for national travel coordination function.
Maintenance and coordination of partner personnel files and partner appointment process
Attend to any other ad-hoc activities required by the Executives
Communication Management:
Build and maintain mutually beneficial relationships with internal and external stakeholders
Undertake research and prepare monthly reports, presentations, corporate submissions and other correspondence for Executives
Prioritise correspondence (emails, letters, memoranda and documents) and present to Executives each day for signature (where required)
Maintain awareness of all issues being handled by the Executives in order to understand priorities and enable quick responses
Discuss the work schedule daily to check priorities, ensure that Execs are aware of appointments for the day and schedule/reschedule according to changes that may occur
Screen calls and emails, respond to basic enquiries and attend to meeting requests
Ensure that correspondence is timeously dealt with
Coordinate and provide the following support to Executives:
taking of minutes
preparing presentations
collation of reports
drafting memorandums
EXCO:
Coordinate all internal meetings and feedback sessions from work stream leaders
Take responsibility for arranging and organising all logistic requirements for these meetings/sessions
Attend to any outstanding actions resulting from meetings arranged and/or attended
Exchange and obtain information for senior management and external clients/suppliers
Track and compile inputs, comments and decisions received after meetings
Project coordinator for activities and actions resulting from EXCO meetings
Ensure all the actions from previous EXCO meeting are communicated to all and progress on/ completion of deliverables is followed up and documented
Facilitate the creation and distribution of the EXCO Agenda and supporting documents
Actively monitor and report on EXCO deliverables allowing for timely anticipation of completion of agenda items for following meetings
Board meetings:
Take full responsibility for arranging and coordinating the logistics for these meetings
Manage all travel, flights, accommodation, venue and transport arrangements
Liaise with external travel agents for both local and international travel
Compile detailed itinerary for Executives
Compile all board/information/investor packs for these meetings.
Executive Record Keeping:
Maintenance of the executive personnel records including initiation, amendments and conclusion
Requirements
Qualifications:
National Diploma Administration and Office Support or other relevant Secretarial/Executive Assistant qualification
Requirements:
5+ years' experience as a Personal Assistant working with Executives in a similar organisation
A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives
Technical Competencies:
Advanced MS office (particularly Excel and PowerPoint )
Database Management
Record keeping
Excellent written and verbal communication skills
Ability to prioritise and work under pressure
Problem solving and analytical thinking skills
Highly organised, detail oriented and able to multi task
A team player with well developed interpersonal skills
BDO Core Competencies:
Relationships and Collaboration
Exceptional Client Service
Business Growth
Engaging people
Inclusive Agile Leadership
Quality, Risk management and Operational transformation