Paralegal/Executive Assistant - Cape Town at Mulilo

Duties and responsibilities 

• Maintain the CFO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CFO and staff. This includes receiving and screening the CFO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs managed by the CFO.
• Assist the CFO in the development of presentations for internal and external audiences.
• Determine priority of matters of attention for the CFO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CFO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CFO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Organize and coordinate board and committee meetings, including the preparation and distribution of meeting agendas, materials, and minutes.
• Assist in the implementation and maintenance of corporate governance policies and practices.
• Stay updated on relevant corporate laws, regulations, and compliance requirements.
• Assist with compliance with statutory and regulatory requirements and filings, including those related to annual reports, proxies, and other corporate documents.
• Provide administrative support to ensure accurate and up-to-date company secretarial records, including but not limited to board resolutions, shareholder agreements, CIPC documentation and other legal documents.
• Provide support with preparing and submitting communications related to board decisions and resolutions.
• Support with the preparation and filing of the relevant reports with regulatory authorities.
• Other additional and/or alternative duties as assigned from time to time

Required skills and education background.

• A minimum of 5 years’ Paralegal and/or Executive Assistant experience and qualifications in a related field (with formal qualifications being beneficial).
• A legal background is advantageous.
• Experience in the field of company secretarial activities.
• Preparing, proofing and filing relevant documents with CIPC.
• Positive dynamic ambitious personality.
• Being a self-starter and possessing the ability to motivate others.
• Excellent communication skills and ability to collaborate with a range of people and functions across the business.
• Possessing high integrity and work ethics.
• Exceptional organisational skills, with an acute attention to detail and an ability to handle multiple priorities.