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South Africa

Senior Executive Personal Assistant

Company Talksure (Pty) Ltd
Reference # PA0519
Published 02/05/2019
Contract Type Permanent
Salary Market Related
Location Umhlanga, KwaZulu-Natal, South Africa
Introduction
Established in 2010, Talksure has fast become one of South Africa’s most respected independent Financial Service Providers. The strong entrepreneurial and ethical vision developed by our founder and chairman is shared by our Executive team who have almost 100 years of combined experience within the Financial Services and contact centre industry in Europe and South Africa.
With an ever growing employee complement of over 700 it goes without saying that we are a people business; employees, clients and partners are our number one focus
Job Functions Call Centre,Communications,Coordinator,Executive Management,Personal Assistant
Industries Financial Services,Insurance
Specification
Gain understanding of costing structures and requirements of documentation
Ensure that all necessary quality checks are done
Assist and be a support resource to the rest of the team
Organise all travel arrangements (transport, accommodation, car hire) for C-Suite team as and when necessary
Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks for C-Suite
With a minimum of information, anticipate priorities and schedule accordingly
Plan ahead in scheduling recurring events
Prioritize appointments and make adjustments if required and inform relevant parties timeously
Demonstrate assertiveness when necessary when prioritising demands
Put reminders into C-Suite team members diaries ahead of deadlines to be met and correspond accordingly
Co-ordinate conference calls and ensure all links are in place and working order
Book meeting venues
Check expense claims and credit card allocations, obtain authorisation and send to Finance for payment
In the case of personal business claims, collate slips, draw up templates, match slips to items and submit to Finance for payment
Raise purchase orders within the financial system
Maintain an accurate log of orders raised
Process invoices within the financial system
Maintain an accurate log of invoices processed
Conduct related follow up activity in relation to the delivery of orders and payment of invoices
Co-ordinate meetings/events within budget
Book boardrooms/venues as required and ensure required equipment is available as needed
Compile agendas and ensure that they are effectively distributed
Invite and confirm attendance of invitees to meetings and confirm manager’s attendance to meetings
Ensure manager is timeously provided with necessary information to be well prepared for meetings
Ensure refreshments are timeously provided
Take minutes where required
Draft necessary correspondence where required
Project a professional company image through face-to-face, electronic and telephonic interaction
Structure and maintain accurate, detailed and orderly electronic and paper-based filing systems
Plan, organise and control the activities of 1 team member
Ensure availability of administrative service to the C-Suite on a continuous basis
Requirements
Qualifications & Experience Requirements:

Grade 12, Secretarial Diploma Advantageous
A minimum of 8 years supporting C-Suite Executives in a fast paced environment
Intermediate to Advanced competence in the use of the MS Office Suite, Adobe Acrobat, and the use of the Internet

Key Outputs:

1.Prepare documentation for organisational publication and/or presentation
2.Coordinate travel
3.Manage C-Suite Diaries
4.Process expenses and maintain related controls
5.Coordinate meetings, events and workshops
6.Liaise with internal and external stakeholders
7.Devise and maintain office management systems
8.Supervise People
Job Closing Date 02/06/2019
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Last Updated: 12-4-2019 [19.04.01.03]
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