Executive Assistant – Salary Market Related

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JA/EA

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

Requirements:

  • Secretarial diploma
  • Essential to this role is the ability to build and maintain strong relationships with senior Executive Assistants internally as well as with external clients
  • Highly PC literate, experienced user of MS Office applications, strong Word and Excel skills
  • Ability to put power point presentations together paying strict attention to detail.  Some creative ability is required in order to find the most aesthetically pleasing layout
  • Excellent typing skills, able to touch type and take dictation
  • Proven organisation / administrative skills, including managing multiple tasks against demanding deadlines
  • Good interpersonal skills, work well in a team and communicate across all levels
  • Professional, confident telephone manner
  • Thorough command of written English: communicating information clearly, spelling, grammar and punctuation. Able to proof read documents on behalf of Country Head. 
  • Excellent command of English language
  • Attention to detail, a flexible, good-humoured, problem-solving attitude
  • Disciplined and consistent approach to work
  • Able to be flexible as to hours worked at short notice.  Able to work weekends when required and to be on call 24/7. Ability to regularly work beyond normal working hours of 8am to 5pm
  • Able to travel when required
  • Resourceful, efficient, proactive
  • Resilient – able to work under pressure including tight deadlines
  • Confidence to meet new people and the ability to communicate with CEO’s of large companies
  • Must be presentable and professional at all times
  • Must be trustworthy and not prone to getting involved in office politics
  • Must be discreet and able to keep information confidential

 

Duties:

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

 

Diary management

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.

 

Expenses

Process and reconciliation of all expenses for the executives. This includes travel, FNB card, Amex card, cell phones, mileage claims etc.

               

Other

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

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