Office Manager in the Office of the MD at Alexander Forbes

Job Description

Job Title: Office Manager in the Office of the MD - Investment Solutions

DIvision: Investment Solutions

Main Purpose:

• Support the Managing Director and COO, in management of the day to day running of his office
• Educational Background & Experience
• Relevant graduate qualification. A bachelors’ degree will be an advantage
• 5 years related experience, some of which in Financial Services

Scope

• The incumbent is expected to interact with the following forums:
• AF Group Exco
• All Divisional Excos
• Investment Solutions Exco
• Represents the MD internally in some business (Investment Solutions) meetings
• Design, collation and distribution of management reporting
• Co-ordinate internal communication program and forums (as and when) through relevant channels
• Executive assistance to MD and COO (diary management, general secretarial duties)
• Minute key strategic meetings
• Managing and prioritising workflow of MD
• Maintaining schedules of projects and deliverables
• Follow up on action items agreed

Management Reporting

• Collect data for standard management reporting
• Analyse and identify problems within key metrics agreed
• Distribute reporting and manage questions outside of governance functions and prior to meeting
• Coordinating Communication Programme
• Create internal communication program
• Make all necessary arrangements for program execution
• Identify weaknesses/gaps and propose solutions to MD

Project Management & Administrative Duties

• Diary management
• General office management
• Arranging meetings
• Maintaining of contacts
• Management of personal admin
• Minute key strategic meetings
• Following up on action items
• Ensuring proposals and work done from within the business. for MD and COO, is succinct, in line with agreed “template, and complete before submission.

Competencies:

• Excellent oral and written communicator
• Possess strong project secretarial skills
• Strong organisational skills
• Ability to persuade and influence
• Ability to maintain high levels of confidentiality
• Confident in interpersonal skills
• Resilient
• Responsible & accountable
• Resourceful problem solver
• Strong networking capability
• Political savvy
• High level of attention to detail.