Executive Personal Assistant at MultiChoice

Personal Assistance

• Analyze monthly and weekly plans and determine required amount of meetings, logistics, attendees, etc.
• Produce documents, briefing papers, reports and presentations, etc. as requested by CFO / Executives
• Carry out background research and present findings to the CFO / Executives
• Manage team meetings, taking and circulating minutes and tracking action items
• Carry out specific projects and research as requested by the CFO /Executives
• Support executive with presentation and report research and preparation 
• Ensure that the CFO’s schedule is planned in advance and that the calendar/diary is up to date and efficiently managed as changes occur
• Request necessary data from management so that reports can be compiled
• Screen phone calls, e-mails and messages either through first line response or forwarding as appropriate
• Process incoming correspondence and action as required, e.g. Update calendar; Type documentation; Distribute / forward information; Internal and external queries
• Maintain stakeholder database and ensure that all information is accurate and up to date
• Work with Human Resources Business Partner to ensure functions organograms are up to date.
• Regularly check resource supplies to ensure sufficient stock
• Act as first point of team correspondence
• Maintain an up to date, orderly and logical filing system that can be easily accessed by relevant individuals                       

Meeting Management

•  Schedule meetings as planned or requested
• Ensure that an agenda is sent to all delegates, both with standard agenda items as well as any items that need to be included for follow up as a result of actions documented in previous meetings
• Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
• Compile documentation required and distribute in advance to delegates
• Arrange logistical requirements and ensure smooth running of the meetings
• Take minutes of meetings and ensure accuracy and timeous distribution
• Analyse meeting requirements, prepare required information and advise the CFO / Executives

Event Management

• Arrange functions and events according to requirements upon request by the CFO / Executives
• Determine a budget amount for these events
• Send invitations to CFO’s / Executive’s invitees in advance
• Make sure that all hotels, travel and forex arrangements are on track and arranged as requested

Stakeholder Management  

• Ensure timeous exchange of information between executive and key stakeholders
• Manage all written executive correspondence by preparing drafts for sign off and responding to routine requests

Qualification

• Essential : Diploma level educational qualification
• Preferred : Degree

Experience & Skills 

• A minimum of 3-5 years’ Secretarial/Office Administrative experience or Equivalent

Technical Competencies

• Communication 
• Relationship Building 
• Confidentiality 
• Project Management/Coordination 
• Administration