Executive Personal Assistant

JSE Limited; Sandton; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company in the financial sector is seeking an Executive Personal Assistant to assist the Director and team. The role involves managing administrative tasks, fostering stakeholder relationships, and ensuring effective project management while upholding confidentiality protocols. Ideal candidates will have previous executive support experience and strong proficiency in relevant tools like PowerPoint and Excel.

Qualifications

• 2-5 years executive secretarial experience.
• Proven experience supporting executives, preferably in financial services.
• Strong proficiency in PowerPoint and Excel essential.

Responsibilities

• Provide comprehensive executive support to the Director and team.
• Manage diaries and coordinate meetings for executives.
• Ensure confidentiality of sensitive information.

Skills

Communication

Project Management

Time Management

Education

Matric with Certificate in Office Management or Personal Assistant

Degree in Business Administration

Tools

PowerPoint

Excel

SAGE

Job description

Job category: Banking, Finance, Insurance. Stockbroking

Contract: Permanent

Remuneration: Market Related

EE position: Yes

About our company

WHY JOIN THE JSE? The JSE recognises that its success and strength depend on the quality of its employees. We are committed to fostering a culture of continuous learning and high standards of performance. Our employee wellness programme is designed to encourage work-life balance for employees. We naturally seek to empower staff and encourage diversity and opportunities for all.

Introduction

Executive Personal Assistant – Market Regulation and ERMThe Executive Personal Assistant plays a pivotal role in providing comprehensive executive and administrative support to the Director and the broader team. Responsibilities include administration support, meeting coordination, and monthly financial administration.

Results Delivery

• Apply cost effectiveness principles in everyday delivery to contribute to achievement of departmental financial targets
• Deliver results efficiently by applying cost saving principles when ordering stationary , booking flights and accommodation, and attending to the needs of the executive and other divisional staff while upholding JSE standards
• Deliver results by managing own time and executives time effectively and aligning with executives targets and deadlines in order to contribute to JSE principles
• Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives
• Provide input into formulation of departmental budgets
• Maintain confidentiality of all regulatory activities and all information obtained in the performance of regulatory functions

Stakeholder Relationship Management

• Create and maintain relationships with internal and external stakeholders on all levels in order to speak to JSE values of efficiency and effectiveness

• Meet external clients' needs through consistent communication and addressing questions with the correct information within agreed timelines
• Build and maintain sustainable relationships with internal clients by understanding their needs through continuous communication, managing their expectations, being helpful and approachable, and prioritizing tasks according to urgency
• Preserve the confidential nature of the relationship between the Market Regulation division and the regulated firms

Process Management

• Manage confidentiality risks by ensuring that all info is handled in a confidential and discreet manner and sensitive information dealt with in a professional way
• Manage diaries of relevant management by ensuring that meetings are booked, confirming attendance of participants and ensuring they have all relevant support aids
• Ensure communication from relevant management and the department to internal and external clients is provided in a professional way
• Ensure that only relevant information reaches the management by screening requests and responding accordingly or direct to relevant representative in the company where appropriate

• Answer and respond to all divisional telephone calls and direct them to the right person
• Draw up, edit and type documents, contracts, letters, minutes of meetings and spreadsheets as requested by division, ensuring that all documents are delivered on time and to standard
• Ensure that the assistance provided on management team projects is within the set project deadlines by preparing project aids in line with project plan deadlines
• Assist and support staff on all presentations by researching relevant information; planning, designing and executing of presentations that serves as aids in meetings and client presentations
• Perform office management functions by purchasing and managing office supplies and overseeing the maintenance of the office
• Ensure that electronic equipment is in working good condition by addressing any fault issues that are reported by staff
• Provide general support to relevant management by fetching visitors; arranging catering for client and large internal meetings; scanning and sending of letters; updating client contacts and looking after the general welfare of management staff

• Assist relevant management with their communication by responding to their emails and calls
• Arrange and coordinate functions, events and conferences for internal and external stakeholders by compiling guest lists, sending out invitations, arranging catering, venue and entertainment if required and adhering to special requirements of guests. Events must be coordinated in a cost effective manner and in line with the JSE brand. Events toolkit will be provided by Marketing and Corporate Affairs.
• Arrange all travel and travel itineraries by ensuring that passports and visas, flights, accommodation, transfers, car hire, route planning, foreign currency and travel insurance has been arranged and booked prior to departure
• Manage and process relevant management procurement through purchase requisitions, ensuring authorization, following up on orders and payments and expense claims and ensuring that new vendors are loaded on E-procurement system
• Manage the storage of documents at Metrofile by submitting and retrieving documentation and ensuring that all important documents are retained and unnecessary documents are disposed of

• Ensure that problems are identified and challenges and obstacles are resolved by taking appropriate action.
• Coordinate divisional budget administration.
• Organise functions and team building and managing the meeting room schedule for both Divisions.
• Assisting ERM with preparations for DR tests.
• Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives.
• Coordinating and organising venues for meetings, training, and workshops, and schedule meetings in diaries, recording of minutes and circulation on time

Self-Management

• Improve personal capability and professional growth in line with JSE objectives by discussing development needs and proposed solutions with management
• Be an effective team member encouraging teamwork and freely sharing knowledge

• Visibly live the JSE values contributing to the achievement of divisional objectives
• Manage self in terms of development, delivery and act as a self-starter
• Interact with peers to gain new knowledge for work related issues

Transformation and Innovation Management

• Identify, share and implement value adding improvement/innovative ideas and solutions contributing to divisional and JSE results

• Matric with Certificate in Office Management or Personal Assistant
• Degree in Business Administration would be advantageous

• 2 – 5 years secretarial experience on an executive level

• Proven experience supporting executives (this role will support two executives: one in Enterprise Risk Management and the other in Market Regulation).

• Background in Financial Services is preferred.

• Exposure to project management initiatives within a division.

• Experience in budget management, including tracking and monitoring divisional spend.

• Ideally, the candidate should have supported a team of approximately 40 staff members.

• Familiarity with purchase order and invoice processes (experience with SAGE is advantageous).

• Strong proficiency in PowerPoint and Excel is essential.

Knowledge and Skills required

• Filing
• Drafting reports
• Creating Presentations
• Communicating internally
• Establishing and maintaining collaborative relationships with peers/managers
• Administrative procedures and systems
• Basic software applications (e.g., Outlook, Word, Excel, Access, Internet, Email)
• Divisional service offerings
• WEBSTIR (proprietary) workflow system
• Adapting behaviour to meet major changes at work
• Adapting to a major organisational change
• Building and maintaining effective relationships with stakeholders