Executive Assistant to Chairman

Join our client as an Executive Assistant and embark on a multifaceted role beyond traditional administrative duties.

As an Executive Assistant in this top-tier financial services company, you will be the cornerstone of their organisation, providing unwavering support to the Managing Director (MD) and ensuring the seamless operation of their office. Your mission is two-fold: optimise the MD's productivity through effective support and oversee the office's day-to-day management. Additionally, you'll spearhead the organisation's knowledge repository, fostering a culture of continuous learning and development.

Job Description Will Include But Not Be Limited To:

• Executive Support:
  Acting as the primary point of contact for the MD, managing his calendar, scheduling meetings, and handling correspondence;
• Preparing meeting packs and coordinating reports for various meetings, including Exco and board meetings, HR presentations, workshops, etc.;
• Taking minutes during meetings and preparing accurate and concise summaries for distribution.

Office Management:
Overseeing all aspects of office operations, including office space management, service provider contracts, and monthly service payments;

• Ensuring the office space is well-maintained and presentable, coordinating repairs and maintenance as needed;
• Managing travel arrangements for the MD and assisting HR & IT members with their travel arrangements on an ad-hoc basis.

Knowledge Management:
Designing and maintaining a centralised policy and learning repository that is accessible company-wide;

• Collecting, organising, and managing procedures and processes around policies and other essential documents regularly;
• Ensuring the effective use of the centralised repository across the organisation;
• Curating a diverse range of learning materials to facilitate continuous learning and development for all staff members;
• Implementing access controls and security measures to protect sensitive information in the repository.

Core Competencies Required, But Not Limited To:

• Strong collaboration and interpersonal skills;
• Proactive and hands-on;
• Attention to detail;
• Strong client orientation;
• Problem-solving skills;
• Ability to work with diverse cultures and various personalities;
• Adaptability;
• Self-motivated, disciplined and diligent;
• Display drive, purpose, and initiative;
• Excellent written and communication skills;
• Excellent planning and organising skills with the ability to multitask;
• Operate with professionalism.

Core Qualifications And Experience But Not Be Limited To:

• At least 3 years of working experience in a similar role;
• Computer literacy (MS Office, MS Excel and SharePoint);
• Minimum Matric Qualification.

Desired Skills:

• Diary Management;
• Multitasking;
• Planning & Organising;
• Policies;
• Office Management;
• Interpersonal Skills.

Desired Work Experience:
2 to 5 years.

Desired Qualification Level:
Diploma.