Executive Personal Assistant

THE JOB AT A GLANCE As an Executive Personal Assistant, you will be responsible for supporting and providing the Group CFO with administrative and secretarial assistance. You will be responsible for attending to visitors, dealing with enquiries and supplying information to internal and external customers (Board of Directors, Internal Staff and Management). Furthermore, you need to have the ability to keep matters confidential, maintain an authoritative disposition as the “gatekeeper” yet remain humble, well-liked and non-political and an important member of the CFO's office. WHAT WILL YOU DO? Provide General Secretarial Support to the Chief Executive Officer Arrange meetings/workshops. Manage, organise and maintain the diary of the CFO timeously and promptly. Screen incoming emails, posts, phone calls, enquiries and requests on behalf of the CFO. Meet and greet visitors at all levels of seniority. Arrange conferences and special functions. Order calendars and diaries annually. Book meeting rooms and arrange parking as and when necessary. Devise and maintain office systems, including data management and filing. Manage Travel Arrangements Make travel arrangements – including but not limited to arranging visas and accommodation. Sign off travel at the end of each month. Ensure that travel authorisation forms are completed correctly, signed and approved by the CFO. End-to End Arrangement of Management and Ad hoc Meetings Co-ordinate and arrange MANCO and Exco meetings. Prepare and circulate meeting agendas. Take accurate and professional minutes during meetings. Arrange and supervise catering for all relevant meetings. Call special meetings with directors and government officials as and when required by the CFO. Produce professional documents, briefing papers, reports, presentations and general correspondence. Carry out background research and present findings. Compile monthly medical roster for doctors for circulation in the last week of each month. Arrange and co-ordinate operations and medical workshops as and when necessary. Collate and distribute month end reports.