Executive Assistant and Finance Administrator to CFO

Rapid Innovation Group (Pty) Ltd; Gauteng; On-site; ZAR 300,000 - 450,000; Full time

Job summary

Rapid Innovation Group (Pty) Ltd is seeking an executive secretary to provide administrative support to the Chief Financial Officer. The role involves managing the CFO's diary, coordinating travel arrangements, and overseeing finance department efficiency.

The ideal candidate will have at least 5 years of administrative experience and strong MS Office skills. A relevant diploma or degree is advantageous. This position offers the opportunity to work closely within a dynamic finance team in Gauteng, South Africa.

Qualifications

• 5 years’ experience as an administrator.
• Intermediate to advanced MS Office skills.
• Ability to maintain effective working relationships.

Responsibilities

• Manage the CFO’s diary and schedule appointments.
• Administer insurance claims and fixed asset records.
• Coordinate travel and meeting logistics.

Skills

Administration skills

Time-management

Computer skills (MS Office)

Interpersonal skills

Proactive attitude

Education

Grade 12 and relevant diploma or degree

Job description

Applications are invited for the above-indicated vacancy within Rapid Innovation Group. The incumbent will report to the Chief Financial Officer.

Job Purpose

To perform executive/secretarial support functions and department administration in the office CFO and Finance to enable achievement of operational effectiveness and efficiency.

Key Responsibilities

• Insurance administration, including claims management
• Fixed assets tagging and recording of new assets acquired
• Manage the process of assets handover to the relevant department
• Manage all finance filing system monthly and ensure that all the invoices are supporting documentation are filed in the accurate month
• Follow up to ensure scheduled meetings take place and prioritise meetings to ensure there are no double bookings
• Ensure efficiency in Finance Department and oversee aesthetics and cleanliness
• Co‑ordinate and expedite follow-up work as may be required i.e. record and circulate tasks to the Managers and conduct follow-ups with the rest of Finance on behalf of the office of the CFO
• Undertake specific administrative tasks within the Finance Department as may be determined by the CFO and managers within the department.
• Manage the CFO’s diary and schedule appointments with clients, internal departments, external stakeholders
• Ensure CFO’s availability to attend events and secure in the diary
• Manage the day-to-day activities of the CFO’s office, make necessary arrangements and representations where CFO is not available
• Monitor progress against the personal development plans and produce a report quarterly
• Act as a Health and Safety Committee member
• Advise the Managers on timely and correct submissions of documents
• Type reports, letters and presentations in the appropriate format
• Conduct desktop research when required on certain issues that Finance needs.
• File documentation for ease of retrieval (both electronic and manual)
• Coordinate travel arrangements with Finance in terms of flight bookings, accommodation, and car hire
• Coordinate logistics for staff meetings
• Coordinate stationery requirements for the group

Skills and Competencies

• Grade 12 and relevant diploma or degree would be added advantage;
• At least 5 years’ experience as an administrator;
• Administration and intermediate to advance computer skills (MS Office);
• Time‑management and organization skills;
• Ability to establish and maintain effective working relationship with individuals from diverse backgrounds;
• High ethical standards;
• Ability to confidentially interact at all levels within and outside the organisation and
• Proactive, trustworthy and high output‑driven individual.

Personal Attributes

• Analytical ability
• Administration and organisational skills;
• Results‑orientated, adheres to deadlines;
• Assertive, ability to remain calm under pressure and resolve conflict;
• Self‑motivated and energetic;
• Discreet and
• Team player, approachable, receptive to feedback from others.