Office Manager and Personal Assistant

SUMMARY:
Our client in the Financial Services Industry based in Sandhurst, Johannesburg is currently looking to employ an Office Manager and Personal Assistant.

Preference will be given to candidates staying in the Johannesburg area.

POSITION INFO:
Requirements:

• Have a matric.
• Relevant Tertiary qualification, certificate or diploma.
• Experience in the financial services industry would be an advantage.
• A minimum of 5-8 years’ experience in a similar position.
• Must be proficient in Microsoft Suite (in particular Word and Powerpoint).
• Friendly and hospitable.
• Excellent time management, well organized and planned i.e., deadline driven and able to prioritize a high workload.
• Excellent attention to detail and customer service oriented.
• Can manage a high stress and pressurized environment.
• Excellent communication skills – both written and verbal.
• Emotional resilience.
• Action orientated and ability to take initiative.
• Excellent people skills and EQ.

• Provide personal assistance to the CEO, COO and CFO, as well as diary management for the greater executive team.
• Provide office management support to the central office and act as coordinator for regional offices regarding certain logistics.
• Management of all supplier relationships (i.e. Travel Partner, Courier Partner, Landlord for the central office, Cleaning Company and Office Supplies Partners to name a few), is important in the role. Provide general office administration and secretarial duties.
• Switchboard and main client reception.
• Meeting/meeting room management.
• Typing, filing, compiling of board packs.
• Preparation and compilation of client/adviser packs, including agenda and taking of minutes where necessary.
• Organise and store paperwork and electronic documents appropriately.
• Hosting of meetings (venue, catering, attendees etc.).
• Pro-active procurement of all office supplies.
• Management of cleaning staff and the supplier.
• Screens incoming calls and correspondence and respond independently when possible.
• Ensure queries, requests and complaints are screened and timeously referred to relevant executive or manager where appropriate.
• Co-ordinate and arrange all travel and accommodation efficiently, ensuring that the necessary travel arrangements/documents are in place. This includes travel for the Executives, Advisory Council, Conferences, Roadshows to name a few.
• Provide assistance with the annual conference as well as regional roadshows/client events.
• Provide general assistance during presentations, workshops and meetings.
• Ensure confidential documents, reports and information is handled appropriately.
• Manage the claims for the Executive Team.