Executive Assistant to CFO - Centurion at Land Bank Careers

MAIN PURPOSE OF THE JOB

• To provide professional secretarial and office support/administration services including diary management to the office of Chief Executive Officer (CEO) / Chief Financial Officer (CFO) / Managing Director (MD).  Facilitate operational efficiency and assist the CEO / CFO / MD to achieve strategic objectives. To manage the administrative requirements of the office of the CEO /CFO and assist with scheduling, planning and coordinating all Divisional activities

Key Performance Areas    
Secretarial Support

• Organise CEO / CFO / MD diary, schedule appointments and ensure there are no conflicting appointments in the diary
• Telephone response – receive telephone calls, organise and prioritise calls, re-route or assist callers
• Co-ordinate and arrange CEO / CFO/ MD’s business trips and ensure itinerary is made available to CEO / CFO / MD prior to trips
• Monitor incoming e-mails, redirect correspondence, prioritise issues and discuss with the CEO / CFO / MD
• Ensures all correspondence is typed and where appropriate drafted and approved by CEO / CFO / MD or dispatched independently

Stakeholder and Meeting Management

• Co-ordinate internal and external meeting requests
• Receive visitors for the CEO / CFO / MD

Scheduling, Planning and Coordinating Divisional Activities

• Develop and manage relationships with other Divisions
• Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
• Distribute correspondence in and out from the office of the CEO / CFO / MD
• Co-ordinate / Manage Divisional special projects

Administration of Correspondence and Documentation

• Register on receipt of hard copy documents and distribute accordingly
• Ensures all documentation is kept in a safe and secure environment and that archives are indexed
• Creates and maintains an effective filling system
• Ensures accurate record keeping and relevant database input

Facilitate Events

• Receive a request for the facilitation of a conference or strategic session; or
• A conference or strategic session is arranged in accordance with the annual schedule
• Filter requests for engagements and determine relevance for referral to the CEO / CFO

Research

• Research information as required by CEO / CFO / MD using variety of sources
• Develop presentations for the CEO / CFO / MD based on research conducted
• Perform any other research tasks as may be required by the manager
• Assist the CEO / CFO / MD with special projects as and when they arise

Performance Administration

• Ensure performance agreements are signed for all direct reports within stipulated time frames
• Schedule coaching and performance review dates for the year in advance
• Prepare file for each of the Executive Managers
• Ensure all relevant evidence / means of verification is included in files

Budget Monitoring

• Monitors expenditure against budget
• Track department expenses and report variances to the CEO / CFO
• Support the Division in co-coordinating expenses
• Preferred Minimum Education and Experience    
• Post matric qualification / Diploma in Office administration or Secretarial
• 3-5 years experience as a Personal Assistant for an Executive Manager / CEO / CFO / MD
• 1-2 years experience as Personal Assistant
• Critical Competencies    
• Policies and Procedures 
• Document Management
• Legislation
• Microsoft Office
• Project Co-ordination
• Additional Requirements    
• Required to be flexible with working hours
• Extended hours as and when required
• Travel as and when required