Executive Officer at SAICA CA(SA)

Job description

Main Purpose of the Position

Reporting directly to the CEO, the Executive PA will partner with the CEO by providing executive administrative support in enabling him to achieve the SAICA strategy and priorities. Working as a ‘right hand’ to the CEO, you will be immersed in strategic and operational analysis as well as planning, directing and managing the administrative functions for the CEO to ensure that his activities are executed and supported optimally.

Key Responsibilities

• A critical part of the CEO’s responsibilities is Stakeholder Relationship Management. This involves both local and international stakeholders.
• The ideal candidate must be technically mature to compliment the synergy of effective stakeholder relationship management and must be able to use their high level administrative skills to assist in managing internal and external stakeholder relationships in supporting the CEO.

You will be expected to strategically partner with CEO to achieve SAICA’s strategy and priorities by effectively carrying out the basic administrative duties below:

• Secretarial
• Perform secretarial functions for the Chief Executive Officer, including:
• Managing the Chief Executive Officer’s diary, arrange appointments, schedule meetings
• Receiving and responding to incoming e-mails
• Typing of confidential correspondence, reports, issues papers, board submissions, sensitive documentation, agendas and minutes of meetings etc. all requiring a high degree of accuracy
• Responsible for any other writing and typing required
• E-mailing
• Faxing
• Photocopying/scanning of documents
• Filing
• Screening of calls and taking messages
• Sorting and distribution of incoming mail
• Booking of flights, car rentals, accommodation, travel (national and international) and preparation of itineraries
• Arranging passports, visas and foreign currency/travellers cheques
• Administration
• Keep track of expenses of local and overseas trips for the Chief Executive Officer
• Submit and keep track of mileage travel expenses for Chief Executive Officer
• Various administrative/personal duties for Chief Executive Officer
• Ordering stationery for Executive Department
• Coding of all invoices for Executive Department
• Checking correctness of departmental income and expenditure of Budget for Executive Department
• Organising Chief Executive Officer’s daily routine
• International
• To deal with correspondence received from foreign institutes as well as IFAC, GAA, CAW, IIRC and PAFA
• To communicate with international institutes, IFAC, GAA, CAW, IIRC and PAFA
• To prepare agendas for Chief Executive Officer for his overseas and local meetings
• Meetings
• Compiling of SAICA and other Board agendas and attachments for electronic use
• Arrange other internal and external meetings with individuals, with senior partner groups and other bodies
• Typing of agendas and minutes, where necessary
• Where necessary, convert full agenda packs to adobe acrobat format
• Arranging meeting venues, lunches, equipment
• Arrange teas, coffees, water etc at meetings
• Customer Services
• Dealing with SAICA Chairman and Vice Chairman on a regular basis
• To treat members, committee members and customers contacting the Institute with a professional approach
• To be service orientated in dealing with members and customers
• To have sufficient knowledge of the departments within the Institute to correctly refer members to the relevant department/employee to assist them with their queries
• Reporting
• Creating, coordinating and compiling various strategic reporting according to reporting requirements that align to the strategic intent that enable sound business decisions, as per SAICA’s business strategy
• Research and Analysis
• Undertaking basic research and analysis as required, being able to provide an opinion and insight based on this research or intelligence.

Key Competencies Required:

Formal Education:

• Degree or equivalent is a minimum requirement
• A related Post Graduate Degree would be an added advantage

Travel:

Job requires some local and limited international travel

Experience:

• 5 to 10 years’ experience working at Executive PA level with senior executives, senior level clients and Board members.
• Ability to manage complex and highly confidential information
• Numerate with the ability to present and analyse data
• Demonstrated ability to exercise advanced levels of judgment, tact, confidentiality, and diplomacy
• Demonstrated experience representing an organization to external stakeholders: clients and vendors
• Experience planning and organizing special events and meetings
• Proven ability to work in teams and with different personalities and organizations
• Desire and ability to work flexible hours
• Experience taking on significant responsibility and exercise leadership

Computer Literacy:

• MS Word
• Excel
• Power Point
• MS Outlook (including electronic diary)
• Internet
• Social media
• Adobe
• Ability to use a database

Specific Skills:

• Team player who can also work on own initiative
• Excellent analytical skills
• Ability to think strategically
• Good attention to detail and accuracy
• Take ownership and accountability for work
• Willing to get involved in ad hoc projects with a can-do attitude
• Ability to demonstrate initiative, suggest improvements to current systems as well as establishing new processes
• Excellent communication skills
• Hard working and tenacious
• Ability to influence key stakeholders
• Passion for business