Executive Personal Assistant

Momentum; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading financial services company in Cape Town is seeking a results-driven Executive Personal Assistant. The successful candidate will provide administrative and operational support to the executive, manage diary and email activities, and handle travel arrangements. Ideal applicants should have at least 5 years' experience in a similar role, strong MS Office skills, and excellent communication abilities. This opportunity entails liaising with various stakeholders and coordinating events while enhancing operational efficiency.

Qualifications

• At least 5 years’ secretarial / PA experience, preferably executive PA experience.
• Excellent communication skills for liaising with stakeholders.
• Strong project management skills preferred.

Responsibilities

• Support the Executive’s diary and email management.
• Arrange detailed travel arrangements and compile relevant documentation.
• Coordinate events, meetings, and functions within budget.

Skills

Business Acumen

Client/Stakeholder Commitment

Drive for Results

Collaboration

Leads Change and Innovation

Diversity and Inclusiveness

Education

Matric

PA Diploma or Certification

Tools

MS Office

PeopleSoft

Sharepoint

Job description

Metropolitan is seeking a results driven Executive Personal Assistant based in Cape Town.

Disclaimer As an applicant, please verify the legitimacy of this job advert on our company career page.

Role Purpose

Provide an effective and efficient administrative, secretarial and operational assistant function to support the manager and department

Requirements

• Matric
• PA Diploma or Certification
• At least 5 years’ secretarial / PA experience (preferably executive PA experience)
• MS office
• Project management experience (preferred)

Duties & Responsibilities

• Support the Executive’s diary and email management activities in order to effectively schedule appointments
• Corresponding on behalf of the Executive, prioritising, setting up meetings and delegating work to others in the Executive’s absence
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings.
• Pro-actively screen correspondence and respond independently where appropriate
• Follow-up on email requests of Executive and outstanding matters
• Monitoring and updating distribution lists (DL) lists
• Liaising with internal and external stakeholders as well as staff
• Co-ordinator between Executive and his direct reports
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information within the Executives’s office, ensuring that matters requiring their personal attention are handled speedily
• Escalade faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Order and control office supplies including stationery
• Accurately
• Ensure electronic filing (incl. Sharepoint sites) are kept in order, up to date and easily accessible
• Collate, compile and distribute documents to the required standards within defined time-frames
• Monthly update of PeopleSoft Hierarchy
• Co-ordinator of team building sessions, conferences and events
• Order gifts and flowers for employees
• Monitor expenses versus budget of the team.
• Load all invoices relating to the department on system for approval and payment.
• Project management administration on behalf of the Executive and his management team. Record, update and follow-up on the delivery plan and action items of the team and well as team projects (incl. regualtory engagement and submissions)
• Attend to ad hoc personal matters
• Provide authoritative, expertise and guidance to internal and external and stakeholders
• Build and maintain relationships with internal and external stakeholders
• Deliver on service level agreements made with internal and external stakeholders in order to ensure that expectations are managed
• Make recommendations to improve service and fair treatment of clients within area of responsibility
• Develop and maintain productive and collaborative working relationships with peers and stakeholders
• Positively influence and participate in change initiatives
• Continuously develop own expertise in terms of professional, industry and legislation knowledge
• Contribute to continuous innovation through the development, sharing and implementation of new ideas
• Contribute to the financial planning process within area
• Identify opportunities to enhance cost effectiveness and increase operational efficiency
• Manage financial and other company resources under your control with due respect
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum

Competencies

• Business Acumen
• Client/ Stakeholder Commitment
• Drive for Results
• Leads Change and Innovation
• Collaboration
• Diversity and Inclusiveness