Executive Assistant with at least 5+ years experience is required for a large financial services company based in JHB North.
PLEASE ONLY APPLY YOU HAVE AT 5+ YEARS PERSONAL ASSISTANT EXPERIENCE WORKING FOR SENIOR EXECUTIVES WITHIN A BANKING ENVIRONMENT OR LARGE INTERNATIONAL COMPANY
Travel and logistics
Arranging travel, both local and international abiding by company travel policy
Setting up of meetings whilst travelling
Booking venues, accommodation, car hire, dinners
Ensuring the executives have the correct visa’s, sufficient forex, sufficient credit on their credit cards
Arranging transfers from the airport to the hotels and to meetings
Arranging access into the company offices in the country they are visiting
Manage diaries across global time zones.
Ensure that meetings and conference calls are put in the diaries at the correct times (taking into account the time zones)
Manage meeting requests for the Country Head taking into account travel time etc.
Process and reconciliation of all expenses for the executives. This includes travel, FNB card, Amex card, cell phones, mileage claims etc.
Able to communicate confidently and effectively at all levels
Able to communicate and respond to client queries in a professional and diplomatic manner
Taking and distributing minutes of meetings
Typing up and distributing of Agenda’s for meetings
Collating and distributing the Senior Management Meeting and Board Packs
Making lunch and dinner reservations
Administrative support (filing, leave schedules in GLA, updating of TRACT system etc)
Assistance to all overseas visitors whilst in South Africa including but not limited to hotel accommodation; airport transfers; transport to meetings; access into CCS
Printing and binding of presentation books
Ordering of stationery and paper
Ordering of company branded pens, t-shirts etc for special functions
Arranging functions for the Country Head and Head of CCS i.e. Executive Dinners, Lunches where invitations must be sent out, menu’s chosen, wines ordered etc.
Assisting with functions we sponsor i.e. the Geneva Ballet which involves:
dealing with the Geneva Ballet contact
liaising with the Marketing Department in London regarding contracts, invitations etc.
having the invitations professionally printed and delivered
collating the client / invitation list
meeting with the Geneva Ballet to discuss venue, catering etc.
being present on the night to greet guests, hand out tickets, deal with any queries
set up of UBS banners etc at the event
Assisting with organising of internal company functions
Arranging catering for internal presentations to staff
Assisting other departments with their functions, conferences etc.
Arranging transport for Country Head when he is attending evening functions
Assisting Country Head with personal administrative tasks
Submitting SENS announcements to the JSE on behalf of clients
Sending e-mails on behalf of the Country Head