Junior Personal Assistant – Finance Department - Johannesburg, South Africa at Bowmans (Law Firm)

Purpose:

Responsible for providing administrative and secretarial services to the Group CFO and Finance department, ensuring efficient and effective operations.

Experience and Qualifications:

• Senior Certificate, Secretarial diploma
• 5 years of experience in administrative roles or as a Personal Assistant.
• Accounting qualification is advantageous
• Experience in billing is advantageous.
• Intermediate/Advance proficiency in MS Office.

Key Accountabilities   

• Act as first point of contact
• Liaise with people both inside and outside the firm.
• Act with a high level of confidentiality and discretion.
• Connecting people: Professional and effective communication internally/externally
• Screening of all calls to ensure that calls are dealt with and/or directed to correct professionals
• Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally
• Manage all forms of communication efficiently to ensure that correct message gets across effectively.

Diary Management: Scheduling and maintaining of calendars

• Organise and manage various diaries as and when required.
• Ensuring that the correct people are invited and available to attend; tracking of responses and or attendance, booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings.

Document Generation

• Producing documents and presentations as and when necessary.
• Ensure the accurate typing of all documents, paying special attention to detail and ensuring good spelling / grammar / punctuation.
• Knowledge of and adherence to ‘in-house’ styles to maintain standardisation and that the quality of documents produced are of a high standard.
• Familiar with amending documents using track changes, cross referencing and the ability to carry out changes to various documents.

Office administration & Finance Support

• Maintain strong attention to detail, possess good organisational skills.
• Control filing systems.
• Knowledge of and adherence to office practices and procedures to ensure tasks are carried out efficiently.
• Provide necessary support on various projects as and when required.
• Ensure relevant information (agendas / partner packs) is distributed in preparation for meetings.
• Assist the Finance department with various admin tasks –
• Prepare, collate and co-ordinate the delivery of annual Partner Tax packs and related documents.
• Support with reporting.
• Support the update of partner Investec loan processes.
• Property Investment administration including cash distribution payment and communication.
• Clean up of finance data as and when required.
• Various other admin tasks as and when required

Travel Arrangements

• Make travel arrangements as and when required, understanding preferences and ensuring cost effectiveness.
• Set up a travel itinerary and prepare relevant documentation.
• Research travel and immigration requirements. Ensure that they are all met, and Visa applications are processed timeously.
• Manage unforeseen travel changes

Finance Administration

• Be proficient on the ERP, with good understanding of the billing processes and procurement process.
• Assist with monthly billing as and when required.
• Processing requisitions on the ERP, various invoices and reimbursements.

Relationship Building

• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the team
• Develop and maintain relationships with vendors to ensure quality of service delivery

Meeting Deadline

• Work is completed efficiently and effectively in the stipulated time frame.
• Pro-active time management to ensure all deadlines are met.

Competencies:

• Adaptability
• Attention to Detail
• Interactive Communication
• Initiative,
• Problem solving
• Resilience
• Writing Skills