Posted on :
8 May, 2019
8 May, 2019
Established in 2010, Talksure has fast become one of South Africa’s most respected independent Financial Service Providers. The strong entrepreneurial and ethical vision developed by our founder and chairman is shared by our Executive team who have almost 100 years of combined experience within the Financial Services and contact centre industry in Europe and South Africa.
With an ever growing employee complement of over 700 it goes without saying that we are a people business; employees, clients and partners are our number one focus
Job Title: Senior Executive Personal Assistant
Job Location: Umhlanga, KwaZulu-Natal, South Africa
Specification
Gain understanding of costing structures and requirements of documentation
Ensure that all necessary quality checks are done
Assist and be a support resource to the rest of the team
Organise all travel arrangements (transport, accommodation, car hire) for C-Suite team as and when necessary
Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks for C-Suite
With a minimum of information, anticipate priorities and schedule accordingly
Plan ahead in scheduling recurring events
Prioritize appointments and make adjustments if required and inform relevant parties timeously
Demonstrate assertiveness when necessary when prioritising demands
Put reminders into C-Suite team members diaries ahead of deadlines to be met and correspond accordingly
Co-ordinate conference calls and ensure all links are in place and working order
Book meeting venues
Check expense claims and credit card allocations, obtain authorisation and send to Finance for payment
In the case of personal business claims, collate slips, draw up templates, match slips to items and submit to Finance for payment
Raise purchase orders within the financial system
Maintain an accurate log of orders raised
Process invoices within the financial system
Maintain an accurate log of invoices processed
Conduct related follow up activity in relation to the delivery of orders and payment of invoices
Co-ordinate meetings/events within budget
Book boardrooms/venues as required and ensure required equipment is available as needed
Compile agendas and ensure that they are effectively distributed
Invite and confirm attendance of invitees to meetings and confirm manager’s attendance to meetings
Ensure manager is timeously provided with necessary information to be well prepared for meetings
Ensure refreshments are timeously provided
Take minutes where required
Draft necessary correspondence where required
Project a professional company image through face-to-face, electronic and telephonic interaction
Structure and maintain accurate, detailed and orderly electronic and paper-based filing systems
Plan, organise and control the activities of 1 team member
Ensure availability of administrative service to the C-Suite on a continuous basis
Requirements
Qualifications & Experience Requirements:
Grade 12, Secretarial Diploma Advantageous
A minimum of 8 years supporting C-Suite Executives in a fast paced environment
Intermediate to Advanced competence in the use of the MS Office Suite, Adobe Acrobat, and the use of the Internet
Key Outputs:
1.Prepare documentation for organisational publication and/or presentation
2.Coordinate travel
3.Manage C-Suite Diaries
4.Process expenses and maintain related controls
5.Coordinate meetings, events and workshops
6.Liaise with internal and external stakeholders
7.Devise and maintain office management systems
8.Supervise People
Application Deadline: 2nd June 2019
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