Description

This role will be the main support to the head of the Johannesburg office. This person will be the most senior assistant in the Johannesburg office, it is imperative that the person in this role has to be a dynamic individual that can juggle multiple responsibilities while still producing quality work

Key Responsibilities

MAIN DUTIES INCLUDE:
• Answering telephone calls for relevant staff members and noting messages
• Act on behalf of the CEO, screening, directing and actioning inbox correspondence, liaising with any relevant teams, person to action in pursuit of addressing diary priorities
• Provide extensive diary and inbox management along with call and meeting scheduling
• Maintain calendars of relevant staff members within the team and set up meetings with staff members and clients
• Point of contact for offshore colleagues – assist with any requirements
• Assist marketing department with marketing requirements
• Assist at times with various client work, as... instructed by directors
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Track daily expenses and prepare weekly, monthly or quarterly reports
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Minute taking
• Organize and maintain the office filing system
• The management of the Investment Management team’s CPD points
• Assisting with the management of the office head’s administration – expense claims, certificates and information ordering gifts for clients, delivery of documents
• Ensuring the office head is kept up to date with any information relating to clients, which can have an impact on the client relationship
• Assisting with QR commentaries and reviews
• Preparation of Review packs
• Ensure meeting are well prepared and catered for
• To pro-actively anticipate anything that could be required for example when unforeseen things come up
• Assist in reception when needed
• Assisting with client functions (sending invitations on behalf of Partner, arranging catering and setting up of boardrooms etc.)
• Maintain catering supplier list for meetings and events

TRAVEL ARRANGEMENT DUTIES:

Liaising with a third party provider to facilitate the scheduling of flights and accommodation for staff members within Stonehage Fleming.

Qualifications And Experience
• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Understanding of the finance industry
• Previous experience in the Professional Services environment in a similar role advantageous

Secretarial diploma or occupational certificate advantageous

COMPETENCIES AND BEHAVIOURS
• Excellent at building, maintaining and managing strong relationships across the business
• Confident engaging with stakeholders at all levels
• Able to make decisions, take ownership and accept accountability
• Working in a fast-paced environment, with the ability to make changes in the moment to deliver
• Resourcefulness and an ability to solve problems
• Excellent organising and planning skills
• Action orientated - can identify and work to clear priorities, manage time and resources effectively
• Pro-active and have a great attention to detail
• Strong organisational skills, with an ability to manage your own workflow and that of a team
• Working in collaboration and inspiring a team to deliver exceptional customer experience
• Demonstrates drive and enthusiasm for personal development

Education Level Degree or Equivalent

Experience Level Senior
Pamplemousses Mauritius

Salary Criteria