One of our clients in the Financial industry is seeking a highly organized and proactive Professional Assistant/Strategy Administrator to support their clients executive team in a dynamic financial institution.
The ideal candidate will have exceptional administrative skills, a keen eye for detail, and the ability to manage multiple tasks efficiently.
This is a 12 month contract vacancy.
Job Purpose: To support the relevant Executive and team of the company in providing a highly professional, competent, and proactive professional administration service.Act as the liaison for the Executive and team of the company.To manage the internal and external members and stakeholders including formal/informal company structures.Establishing and maintaining the highest levels of professionalism in the relevant teams portfolio.Assist with the execution of all administrative tasks, duties, and general administration to enable the executive and relevant company team to optimise time management and execute their roles efficiently.Job Description: Providing a full range of corporate secretarial support.Coordinating and arranging all stakeholder and internal meetings and dates.Preparation of documentation for relevant committees or structure meetings (Minutes, Agendas, presentation packs, and Ad hoc items) which will include but notwithstanding:Meeting scheduling, which includes updating meeting schedules as per Company Administrator Guidelines, booking meeting venues and catering arrangements.Liaise with other administrators (internal and external) to manage diaries.Preparation and finalisation of agendas and documents for all meetings.
This includes submitting the draft agenda to the relevant Chairperson and Deputy Chairperson for input.
Consolidate the input or recommendations provided by the Chairperson or Deputy Chairperson and distribute the agendas and documents as per company standards.Preparation and finalisation of minutes of all meetings Accurate minutes must be taken at all meetings.
The draft minutes must be submitted to the relevant Chairperson and Deputy Chairperson to provide input.
All escalations and/or complaints about the quality of minutes received are quickly and professionally remediated.Prepare and track matters arising and actions from all meetings.Track and follow up on actions.All correspondence to respective Forums on request within 2 (two) business days.Assisting the executive and relevant company team in ensuring a professional standard in all meeting packs and documents.
Ensuring all documents adhere to the company language style standards and guidelines.Responsibility for dealing with queries and requests from stakeholders.Assisting with the preparation of various reports for the company Council.Collation and circulation of meeting documentation.Keeping the filing system and server updated with the latest documentation daily.Proactively following up on action items arising from different forums.Developing, building, and maintaining strong relationships with internal and external stakeholders.Planning and coordinating travel, accommodation, and meetings (venues, parking, catering, equipment, and other meeting requirements)Ensuring the coordination and follow-up of various activities, including screening of email inbox during absence, responding to emails, and initiating action.Proactive diary management and support for executives ensuring that they are adequately prepared for meetings.Arranging travel for Executives and the relevant company team.Keeping track of business expenses and submitting them promptly.Conducting ad hoc research.Liaison at all levels internally and externally.Minimum Requirements: A relevant tertiary qualification would be advantageous.3-5 years of experience in a similar role.Strong proficiency in MS Office applications, with advanced skills in Microsoft Excel, Microsoft PowerPoint, and Microsoft Word.Excellent communication skills (verbal and written).Strong planning and organising abilities.Proficient in relationship-building and interpersonal skillsAbility to work independently and collaborate with others.Ability to build credibility and trust.Ability to analyse problems and make decisions.Ability to work under pressure.Diligent and with excellent attention to detail.Good interpersonal skills.