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Background of the role
An exciting opportunity exists for a seasoned and well organised executive assistant to the Chief Financial Officer. The ideal candidate must be able to work well under a pressured environment as well as manage all facilities function. The successful incumbent will show high energy levels as well as exceptional organisational skills.

Minimum Requirement
  • Minimum 10 years’ experience in a secretarial role.
  • Strong all-round computer literacy – MS Office.
  • Completed secretarial and/or Admin qualification.
  • Excellent typing skills, typing speed must be a minimum of 60 words per minute.
  • Experience in minute taking and processing minutes.
  • Experience of working at a senior level in a professional, fast-paced corporate environment.
  • Fluency in English - oral and letter/report writing skills.
  • Valid drivers’ licence.

Key Tasks and Responsibilities to CFO
  • General Executive Assistant duties for the CFO incl. personal.
  • Ensure adherence to and delivering on key deadlines/deliverables through applying project management principles.
  • Co-ordinating activities with the Management team.
  • Diary management of the CFO i.e. Microsoft Outlook.
  • Co-ordinate and arrange meetings/conferences, both internally and externally.
  • Preparation of agendas, reservation and preparation of facilities.
  • Prepare Professional Business Plans and Reports.
  • Hospitality management – ensure that all visitors are received in an appropriate manner to maintain a good image of the office.
  • Ensure that all incoming mail and documentation are handled appropriately.
  • Answer telephone and relay messages, screen calls appropriately and keep record of all calls to be returned.
  • Provide quality and cost-effective administration services in accordance with office policies and procedures.
  • Oversee the document management and electronic filing system of the CFO’s office.
  • Manage travel logistics for the CFO and relevant operational teams, including booking of flights, accommodation and managing visa requirements.
  • Raising PO’s for travel arrangements.
  • Ensure logistical arrangements are precise i.e. Airport/Hotels transfers.
  • Ensure proper tracking of EXCO submissions and action plans.
  • Flag key deliverables from EXCO meetings and ensure minutes of all deliverables are discussed with the CFO.
  • Operate computer software packages such as MS Word, PowerPoint, Excel, Internet and E-Mail.
  • Provide external and internal public relations function to the Company and office of the CFO.
  • Processing of minutes of meetings when and if required.
  • Extension of CFO’s Office regarding quality, image and housekeeping standards.
  • Protect the security and confidentiality of the information that is privilege to the office of the CFO.
  • Develop and/or maintain an office filling system as well as a reporting system. Assist
  • with collating and binding of monthly management packs (SA Manco, Africa Manco and board pack).
  • Assist with typing up the minutes from meetings.
  • My filing of hard copy documents.
  • Assisting with the facilities management portfolio.

Facilities
  • Ensuring that all office facility functions are smoothly run:
  • Managing the facilities team which includes: Drivers, Cleaners and building maintenance.
  • Overall management of facilities function.
  • In discussion and validation of CFO selection of the most suitable service providers based on the business strategy in terms of rates and fees.
  • Negotiation of service levels and pricing structures with suppliers for all facilities requirements.
  • Setting up, negotiating, maintaining and re-negotiation of existing / new contracts with
  • suppliers and service providers ensuring all contracts are managed within the agreed SLA’s.
  • Full responsibility for requisition and purchase order processes related to facilities.
  • Ensure the ordering of coffee, tea, beverages etc. for the office.
  • Manage service providers which includes but not limited to security company, landlords, suppliers and cleaning company.
  • Raise Snags with various departments to ensure the office is always presentable and ensuring facilities comply with safety regulations.
  • Direct contact with landlord, contractors, security company to ensure smooth office logistics.
  • Any other task which may come and may be appropriate to ensure smooth process of the office facility.

Attributes and Skills
  • Well organised and presentable.
  • Must be able to multitask.
  • Be able to work independently.
  • Ability to work under pressure and always follow best practices.
  • Strong communication skills, both oral and written.
  • Meticulous attention to detail.
  • Excellent telephone etiquette.
  • Strong public relations skills.
  • Strong organisational skills.
  • Must be a team player.
  • Excellent time management skills.
  • Be able to meet deadlines.
  • Be prepared to work extended office hours as and when required.
  • Well-grounded and disciplined individual.

General
It should be noted that the above list of tasks and responsibilities is not exhaustive, and that your Line Manager is entitled to instruct you at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job description, or in accordance with operational requirements.

Now what do you want to do?

Riyaadh Hassein Talent and Acquisition Officer