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  • Posted: Jul 20, 2017
    Deadline: Jul 20, 2023
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    Communicare, an independent social enterprise, responds to the countrys massive housing crisis. We manage a growing residential portfolio in the affordable and social housing markets along with a small commercial portfolio. Our own and manage 3375 residential rental units in well-located areas in the Cape Town Metropole. This portfolio is set to grow rapi...
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    Personal Assistant To Chief Financial Officer

    Job description

    PURPOSE:

    Provide personal, administrative and secretarial assistance to the executive.

    KEY PERFORMANCE AREAS AND ACTIVITIES (include but not limited to):

    • Secretarial Duties
    • Administration
    • Logistical Arrangements
    • Personal Assistance
    • Secretarial Duties
    • Attend to incoming calls and taking messages if necessary
    • Receive visitors and handle logistics
    • Screen incoming calls and correspondence and respond independently when possible
    • Attend to internal and external correspondence
    • Attend to faxing and copying of documents
    • Maintain the executive’s calendar and independently schedule appointments
    • Coordinate, arrange and confirm meetings and conference calls
    • Arrange and coordinate events, meetings, conferences and associated facilities by arranging for facilities and catering, meeting setup, issuing information, supporting documents or invitations, coordinate speakers, where relevant.
    • Administration
    • Assist with preparation of budgets, processing payments and monitoring budget expenditures
    • Review and prepare requests for payment and purchase orders
    • Provide a supporting role in the management of the department’s support budget and items.
    • Conduct research and assemble and summarise information from a variety of sources for special projects and preparing reports
    • Coordinate tender processes where required
    • Attend Board committee, and other meetings (as required)
    • Taking Minutes as directed
    • Review, proofread, edit and produce committee agendas and reports for executive
    • Maintain records for Board committee agendas and reports
    • Provide information to managers on pending board matters requiring their input, including budget and financial reports
    • Follow up and track relevant action items for the relevant executive
    • File confidential correspondence and maintain relevant departmental business filing of correspondence and documentation and records.
    • Prepare records such as agenda, notices, minutes and resolutions for corporate meetings.
    • Implement and maintain an effective query and complaints response, handling and resolution system
    • Prepare worksheets, tables and computations and maintain databases for a variety of purposes
    • Type a range of documents according to required standards
    • Purchase various departmental office supplies
    • Perform special project assignments as directed and assist other admin support staff members as available and approved by executive
    • Keep abreast of relevant industry updates (departmental-related websites) and advise executive accordingly
    • Analyse complex and sensitive problems and situations, evaluating alternatives and making appropriate recommendations
    • Liaise with internal/external parties on behalf of executive, as required
    • Perform adhoc duties per the executive’s request.
    • Logistical Arrangements
    • Arrange travel for executive and managers including itineraries, where necessary
    • Compile documents for travel-related meetings
    • Assist with arranging team building events
    • Personal Assistance
    • Provide support to executive as Personal Assistant
    • Attend to administration of electronic procurement, budgeting and ERP systems (including ancillary electronic systems)
    • Design and prepare KPI reports to measure system efficiency and output.
    • Maintain and continuously improve business processes related to systems

    QUALIFICATIONS AND ABILITIES / SKILLS:

    • Matric, with a relevant Administration / Personal Assistant qualification
    • 3 – 5 years’ experience as a PA supporting executives and/or complex operations
    • Expertise within Finance / Financial services / accounting / risk management and/or corporate governance
    • Database management and scheduling
    • Skilled in using MS Office with Fraxion as an advantage
    • High language and reasoning skills
    • Basic numerical skills

    Method of Application

    Interested and qualified? Go to Communicare NPC on www.linkedin.com to apply

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