Executive & Personal Assistant To A Serial Entrepreneur

Assist World; South Africa; On-site; ZAR 300,000 - 600,000; Full time

Job summary

Assist World in Gauteng seeks an experienced Executive Personal Assistant to a serial entrepreneur. The role involves high-level administrative and strategic support to Managing Executives, managing calendars, communications, travel and reports, with a focus on confidentiality and responsiveness.

You will interact with senior managers and executives, coordinate across Finance, Metering and Supply Chain departments, and ensure deadlines are met in a fast-paced environment.

Qualifications

• 5+ years experience as an Executive Personal Assistant, supporting CEOs or senior executives.
• Qualification in Business Administration, Office Management or related field is advantageous.
• Strong financial understanding and ability to handle confidential financial information.

Responsibilities

• Capture invoices and process on SAP FI system.
• Coordinate executive calendars and arrange meetings for CFOs and senior executives.
• Prepare meeting packs and take minutes of meetings with internal and external stakeholders.
• Manage correspondence and prepare reports, presentations and memos.
• Liaise with suppliers on quotations and invoice discrepancies; follow up as needed.

Skills

Executive support

Diary management

Communication

Financial understanding

Education

Business Administration / Office Management qualification

Tools

SAP FI

Microsoft Office

Job description

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Job Purpose

To provide high-level administrative and strategic support to several Managing Executives. The Executive PA will manage the Executives schedule, coordinate executive communications, handle confidential information, and ensure the smooth operation of their office. This role operates in a fast-paced executive environment and requires flexibility, responsiveness and the ability to manage competing demands.

Responsibilities

• Capture, ensure correctness and process invoices on SAP FI system.
• Liaise with service providers & suppliers on quotations and invoice discrepancies.
• Control stationery levels and order where necessary.
• Manage all correspondence (emails, internal memos, general notices, reports, presentations etc.).
• Arrange meetings on behalf of the CFO and prepare necessary documents Take minutes of meetings with internal as well as external clients of the CFO.
• Type minutes and distribute to the relevant people.
• Follow up on action items with relevant staff members and Managers.
• Implement own archiving system.
• Create new files.
• Maintain archive system Ensure the smooth running of the office in order for deadlines to be met.
• Attend to customers, councillors and visitors queries and elevate to relevant Managers where necessary.
• Provide required support to the CFO.
• Resolve queries and elevate only when necessary.
• Manage the diary of the Financial Director.
• Arrange meetings or schedule appointments on behalf of the CFO.
• Interact daily with Senior Managers reporting to the CFO as well as Executive Managers from other departments.
• Daily tracking of incoming and outgoing files through a register.
• Facilitate actioning of correspondence.
• Screen incoming calls for the CFO.
• Redirect calls to the relevant departments or relevant Managers Make calls on behalf of the CFO and relay information.
• Take messages in the absence of the CFO.
• Deliver and explain messages to the CFO.
• Ensure that responses are verified and directed to the relevant personnel.
• Receive and compile reports from Managers in the 3 departments reporting (Finance, Metering and Supply Chain Management).
• Edit and revise some of the reports according to the CFO's instructions.
• Consolidate edited reports for forwarding to committees /departments.
• Follow up with the relevant Managers on required information for reporting Ensure that monthly, quarterly and yearly reports are accurate and submitted on time.
• Forward formal quotations received to Supply Chain Management section and do follow-ups.
• Create purchase requisitions and GRN on the SAP FI system upon receipt of quotations and invoices.
• Ensure petty cash flow is kept at Maximum level Keep petty cash spreadsheet up to date; Reconcile petty cash book on a monthly basis by ensuring that receipts are recorded accurately and effectively as and when required Resolve queries from suppliers and elevate to the CFO if necessary.
• Draw cost centre reports on a monthly basis for review by the CFO.
• Contact travel agent in order to instruct on travel needs of the CFO.
• Capture relevant invoices on SAP FI and ensure correct allocation of costs.
• Complete subsistence allowance documents for authorisation and payment.
• Arrange meeting packs Book parking for the CFO when attending meetings outside the office
• +5 years experience as an Executive Personal Assistant, specifically supporting a CEO, MD or senior executive is beneficial
• Qualification in Business Administration, Office Management, Executive PA or a related field will be advantageous
• Strong financial understanding and business sense, with the ability to work confidently with confidential financial and business information

What Executive Personal Assistant To A Serial Entrepreneur

Providing high-level executive, administrative and coordination support across the CEO’s diary, communications, meetings, travel, stakeholder engagement and strategic priorities in a fast-growth environment.

Key Responsibilities

• Provide comprehensive administrative support various Executives.
• Able to take dictation efficiently, with fast and accurate typing.
• Prepare monthly EXCO meeting report.
• Attend meetings where required and record accurate minutes and action items.
• Arrange all travel.