Executive Assistant

Client Risk Benefit Solutions
Reference # RBS/EA/CPT/CLS1808
Published 21/08/2017
Contract Type Permanent
Salary Market Related
Location Cape Town, Western Cape, South Africa
Introduction
RBS is one of the largest fully fledged financial services advisory firms in Southern Africa. Our services cover a broad spectrum of needs including Insurance Broking, Risk Management, Corporate Risk Advisors, Employee Benefit Administrators and Consultants, and Health and Wealth management.
Job Functions Administration,Personal Assistant
Industries Financial Services
Specification
ROLE PURPOSE
Provide support to the CEO and general office management according to the required standards and procedures in support of the business strategy.

Financial
•Ensure and contribute to minimisation of and general expenses

Client
•Ensure that all stakeholder (e.g. user, service provider) communication is accurate, timeous, professional and relevant
•Build and maintain mutually beneficial relationships with internal and external stakeholders
•Ensure and contribute to achieving own and company required client satisfaction targets

Business processes
•Manage and maintain executives’ schedules, including scheduling of meetings, conferences, making of appointments and effective diary management
•Provide administrative support to CEO and EXCO team
•Local and overseas travel arrangements for management team
•Scheduling, compiling meeting documentation and circulating timeously prior to meetings and taking of minutes, with appropriate record keeping and action item lists
•Set up of board meetings, preparation of board packs and taking of minutes at board meetings
•Make arrangements to facilitate meetings such as booking venues, arranging catering etc.
•Responsible for some company secretarial duties and liaising with key business partners
•Proof read correspondence, agreements and contracts before escalating for approval
•Compiling various documents, letters, agreements etc.
•Communicates directly, and on behalf of the CEO with Board members, clients, staff, and others
•Gather FICA documents and prepare agency applications
•Ensure accurate record keeping and filing of various documents and correspondence (meeting minutes, resolutions, countersigned documents etc.)
•Financial administration of all purchase order requests and ensuring payment of invoices and expense claims
•Ensure authorisation of quotations and invoices as required
•Monthly reconciliation of Executive’s credit cards
•Make ad hoc sundry purchase and payments (tickets, telephone bills, gifts etc.)
•Act as a gate keeper to CEO and ensure adequate resolution of general queries or issues raised
•Work with property manager to provide administrative support to the Property Company, including arranging maintenance, following up on rental payments etc.
•Assist to support facilities management including making arrangements for maintenance (plumbers, electrical etc.)

Learning and growth
•Live the RBS Way
•Ensure continuous self-development
•Share information and knowledge with the team



Requirements

MINIMUM QUALIFICATIONS & SKILLS
•An appropriate qualification
•Strong organisational skills
•Excellent communication skills (verbal and written)

MINIMUM EXPERIENCE
•A minimum of 5 years’ experience as an EA/PA to an Executive or CEO in a medium to large organisation
Job Closing Date 25/08/2017
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