Executive Personal Assistant

Reference: JHB000328-A-1

JOB PURPOSE

• To provide administrative and secretarial support to the Chief Financial Officer.

MINIMUM REQUIREMENTS

• Grade 12 (NQF 4) with at least 6 months secretarial certificate or Diploma (NQF 5 / 6)

• 3 years’ administrative or secretarial experience with strong writing and communication skills, computer literacy, strong leadership and interpersonal skills.

Duties & Responsibilities

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.

• Prioritise office duties.

• Attend to customers, councillors and visitors’ queries and escalate to relevant Managers where necessary.

• Provide required support to the CFO.

• Resolve queries and escalate 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 escalate 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