Personal Assistant to Chief Executive (Legal, Risk & Compliance)

Role title: Personal Assistant (Legal, Risk & Compliance)

Location: Midrand

Role purpose:

· Manage the business administration and project support function within the office of the Chief Officer Legal, Risk & Compliance (Chief Officer LRC) and serve as the primary point of contact for this office.

Key accountabilities and decision ownership:

1. Administrative Support

• Real time email management and prioritisation

• Chief Officer message management and telephone screening

• Guest reception

• Manage and facilitate the Chief Officers calendar to arrange appointments, meetings and conferences

• Review, proofread and edit documents prepared for the Chief Officer signature

• Ensure that the Chief Officer is well prepared for meetings

• Devise and maintain office management systems, including data management and filing

• Administrative support during meetings in terms of accurate minute taking

• Document compilation and/or consolidation in line with various submission requirements

• Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.

• Co-ordinate reports that may require input from all departments and is presented to the Executive

2. Budget and Expense Management

• Assist the Chief Officer LRC with budget OPEX and CAPEX budget administration for their cost centre

• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures

• Ensure that tax invoices and receipts are collected for payment purposes

• Expenditure to be reconciled in accordance with source and reference data

• Process reconciliations and payments within turnaround time

• Process expense reports

• Budget transfers

3. Travel Management

• Manage all travel for local and international trips

• Prepare the Chief Officer itinerary for all trips

• Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

4. Event Management

• Event management for all functions hosted by the Chief Officer office for their cost centre

• Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc. which includes:

• Venue booking and preparation

• Confirmation of speakers

• Attendance of delegates

• Preparation of agenda

• Preparation of presentations

• Sourcing promotional items and branded gifts

Core competencies, knowledge and experience:

Job Knowledge:

• Advanced knowledge of Microsoft Office - Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)

• Knowledge of office management (essential)

• Knowledge of IT/Telecommunications environment (advantageous)

• Financial administration experience

• Knowledge of SAP EVO (advantageous)

• Project management and project coordination

Job Related Skills:

• Excellent administration skills

• Excellent organisational skills

• Excellent oral and written communication

• Ability to pay attention to detail

• Ability to maintain confidentiality at all times

• Ability to work under pressure and meet tight deadlines

• Ability to work independently

• Results orientated and self-motivated

• Forward thinking and proactive

• Ability to execute multiple activities simultaneously

Job Experience:

• Minimum of 3 -5 years secretarial experience which includes:

- a minimum of 1 years experience as a PA supporting a Chief Officer or the equivalent in a listed company

- Project management experience

- Legal PA support advantageous

Must have technical / professional qualifications:

• Matric

• Secretarial Certificate / Diploma essential

• Legal certificate advantageous