Executive Personal Assistant

Fundi SA; Roodepoort; On-site; ZAR 420,000 - 540,000; Full time

Job summary

Fundi SA is seeking an experienced Executive Assistant/Office Manager to provide high-level support to the Executive Head: Lending. You will manage diaries, travel, expenses, reports and confidential information to keep the Lending Office productive and compliant.

You will coordinate with Finance, Marketing, Legal and other teams, prepare presentations and reports, monitor budgets and ensure timely submission of monthly and quarterly updates, while upholding discretion and professional standards.

Qualifications

• National Diploma/NQF6 in Business Administration / Office Management / Executive Support.
• Bachelor's Degree in Business Administration or related field.
• At least 5 years’ proven experience as Executive Assistant / Personal Assistant / Executive Office Manager at C-Suite level; 3 years in financial services advantageous.

Responsibilities

• Manage the Executive Head's diary, travel, expenses, reports and confidential information.
• Develop systems to improve operational efficiency of the Executive Office.
• Coordinate with Finance, Marketing, Legal and other teams to align SLAs/SOPs.
• Prepare presentations and reports for EXCO, CEO and sales initiatives.

Skills

Diary management

Travel coordination

Expense management

MS Office

PowerPoint

Excel

SAGE

M-Files

Confidentiality

Report writing

Presentation creation

Education

National Diploma/NQF6 in Business Administration / Office Management / Executive Support

Bachelor's Degree in Business Administration or related field

Tools

SAGE

M-Files

Job description

This role is responsible for providing high-level executive, administrative and operational support to the Executive Head: Lending. This role ensures effective management of the Executive Office, enabling the Executive Head to focus on strategic leadership, sales performance and stakeholder engagement. This will be done by managing diaries, travel, expenses, reports, communications and confidential information with professionalism, discretion and efficiency, ensuring the Lending department remains productive, organized and compliant at all times.

Financial & Office Administration

• Forecast and plan expenses for the Executive Office (SAGE).
• Limit and manage travel costs for Executive Head and team.
• Manage usage of Executive Head's credit card, reconciliation and submission.
• Manage stakeholder and sponsorship costs and budget tracking.
• Manage invoices, purchase orders and expense claims for Lending Executive Office.

Strategic & Operational Support

• Develop and maintain systems that improve operational efficiency of the Executive Office.
• Enhance operational processes to support service delivery and reduce costs.
• Track action items from EXCO, Manco and strategic meetings and ensure follow-through.

Stakeholder Engagement & Coordination

• Sharing of necessary information/knowledge with internal stakeholders as and when requested by Executive Head.
• Collaborating with internal teams (Marketing, Legal, IT, Verifications, L&D, Finance, Customer Experience) to ensure SLA's/SOP's are aligned.
• Monthly engagements diary coordination to stay abreast with support functions.

Operational Efficiency & Executive Support

• Weekly catch up with Executive Head and manage agenda.
• Manage the Executive Head's diary, meetings and correspondence proactively.
• Keep Executive Head abreast of all developments across the regions, including business unit's operational matters.
• Represent Executive Head in internal and external meetings as and when requested to do so, take minutes and distribute actions.
• Support Executive Head in developing presentations, proposals, business cases for sales and EXCO/CEO reports.
• Timeous submission and quality control of monthly/quarterly Activity Plans, Activity Reports, EXCO Report inputs, CEO report inputs to the Executive Head.
• Compilation of monthly, quarterly, and annual reports, as required by business.
• Report expenses, sales activities and projections with accuracy and promptness.
• Perform a preliminary accuracy check of commission and incentive schedules against approved source data before submission to the Executive Head. Final validation remains with Finance and Payroll.
• Maintain highly confidential information, filing on M-files and ensuring POPIA compliance.

Events travel Coordination

• Ensure Executive Head approves conferences and national events in advance.
• Ensure all travel arrangements are made at least 2 weeks in advance, unless urgent business requires otherwise.
• Coordinate Sales leadership meetings and team engagements logistics.

Contracts, Audit & Compliance Administration

• Attend all internal training.
• Maintain a register of regional contracts and follow up with managers on renewals, expiries and outstanding documentation.
• Ensure all new contracts are reviewed by Legal before signing and track status.
• Flag new contracts whose terms may not align with internal commercial and pricing policies for review by Legal and Finance. Load contracts to M-files.
• Follow up with all relevant stakeholders to submit audit requirements as and when required.
• Provide audit tracker to Executive Head monthly and/or when requested.

Qualifications & Experience

• National Diploma/NQF6 in Business Administration / Office Management / Executive Support.
• Bachelor's Degree in Business Administration or related field.
• At least 5 years’ proven experience as Executive Assistant / Personal Assistant / Executive Office Manager supporting C-Suite or Executive level. At least 3 years' experience in financial services / sales environment advantageous

Knowledge and skills

• Understanding of fintech sector and Fundi's offering.
• Understanding of executive office management and best practice.
• Strong administrative, diary and travel management skills.
• High level of confidentiality and discretion.
• Report writing and presentation compilation.
• Knowledge of operational efficiency and office procedures.
• Knowledge of Lending product structures (advantage).
• Proficient in MS Office (Advanced PowerPoint, Excel), working knowledge of SAGE and M-Files advantageous.

Behaviours

• Analytical thinking
• Conceptual thinking
• Results focused
• Ability to network and build relationships with ease
• Self-Confidence
• Collaboration
• Innovative
• Highly professional and discreet

Attributes/Attitudes

• Disciplined and methodological
• Highly self-motivated and directed
• Tenacious and resilient
• Works independently, motivated by own drive and enthusiasm
• Adaptable and able to thrive in a fast-paced environment
• Customer-focused with a strong commitment to service excellence
• Excellent time management and ability to prioritize under pressure
• Maintains confidentiality at all times