Executive Personal Assistant - JHB North at GIBB Engineering and Architecture

Core Purpose of the Role:

• Provide Executive Administration support to the Group Chief Financial Officer (GCFO) and the Finance Department.

Key Performance Areas: 

• Manage the diary of the GCFO including prioritising, resolving conflicts, and completing demands. Proactively scheduling important meetings with internal and external individuals and maintaining an organised office.
• Manage the contents of emails and follow up on urgent emails to ensure they are actioned accordingly by the GCFO.
• Manage/control the GCFO’s task items for the Finance Department to ensure timely adherence to deadlines.
• Maintaining confidential correspondence and reports for the Finance Department
• Providing support to GCFO in the co-ordination of the Finance Departmental activities by ensuring that the Heads of the Department meet their objectives.
• Follow up on all outstanding and pending requests for all subsidiaries within the GIBB Group.
• Organise and attend specified meetings including the Audit & Risk Committee meeting. Recording, producing, and distributing minutes of meetings within agreed deadlines.
• Prepare all packs and papers for meetings including organising bi-monthly Finance meeting.
• Prepare expense claims within policy guidelines for GCFO and review expenses submitted by direct reports in a timely manner.
• Prepare timesheets and review timesheets submitted by direct reports in a timely manner.
• Produce presentations using PowerPoint and update Excel spreadsheets.
• Maintain and update the Contracts Register for the GIBB Group Shared Services.
• Maintain and update the Legal Register for the GIBB Group.
• Maintain and update all insurance claims.
• Communicate with all visitors, and company personnel in a professional and polite manner.
• Undertake any other tasks as requested by GCFO.

Requirements

Basic Requirements:

• Strong organisational skills including the ability to manage calendars and effectively maintain records and files.
• Experience in organising meetings, preparing, and monitoring budgets, assisting with travel and general office operations support.
• Strong people skills and the ability to build and maintain professional, friendly, and cordial relationship with stakeholders, including company personnel and external partners.
• Highly respectful team-player with the ability to also be extremely effective independently.
• Proficiency in grammar, spelling, and proofreading.
• Expert level written and verbal communications.
• Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint, and Outlook.
• Ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.

Qualifications:

• Matric 
• Diploma in Office Administration.