Main Job Purpose:The responsibilities of the Financial Accountant are the accurate running of the accounting and financial activities of the company. Analyse the economic stability of the company and provide financial information to other departments, enabling these stakeholders to make operational, budgeting, and strategic decisions. Report on costs, productivity, margins, and Group performance.OrganogramSuperior: General ManagerThis Position: Temporary Executive PASubordinates 1at Level: Office Attendants and DriverMinimum RequirementsGrade 12Diploma/Higher Certificate in Secretary/Business AdministratorAdvanced Computer Literacy skillsAt least 5 years experience supporting a Senior ExecutiveExperience supporting more than 1 senior executive will be an advantageRequired Competencies to meet the job outcomes:Ability to work in high urgency environment that requires discretion and diplomacyHigh level of honesty and manage confidential informationDemonstrated good planning and organisational skillsMust be efficient and detail-orientedStrong skills in anticipating, preventing, and solving problemsExcellent written and verbal communication skillsAdvanced knowledge of MS Office applicationsAbility to multitaskProfessional appearance and demeanorAbility to work effectively and collegially in a team-based environmentHigh level of trustworthiness and ethical decision-makingHighly motivated individual with strong self-management skillsStrong assertiveness with diplomacyEssential Duties & Responsibilities:1. Office Management:Manage and coordinate the needs of the Executive Team, including their diaries, schedules, and prioritisation of internal and external appointments, conferences, other engagements, and special events.Implement and maintain administrative systems, including electronic filing, contact lists, and databases.Ensure records are maintained to provide current, accurate, and accessible information.Meet and greet visitors at all levels of seniority.Manage daily activities of Office Cleaning Assistants and Driver.Schedule quarterly board meetings and prepare board packs.Manage and coordinate all maintenance activities, including repairs, renovations, and general upkeep of the office.Oversee the work of contractors to ensure it meets company standards and is completed on time and within budget.Prepare and manage the office maintenance budget, ensuring cost-effective solutions are implemented.Track and report on maintenance costs, identifying areas for potential savings.2. Communications:Respond to internal and external stakeholder calls and queries in a timely and professional manner, both verbally and in writing.Handle incoming emails, determining the appropriate course of action, referral, or response.Prepare and manage confidential correspondence and matters as required.Draft letters and other correspondence as and when needed.3. Travel and Events Management:Arrange and coordinate frequent domestic and international travel arrangements with meticulous attention to detail.Assist shareholders with planning for board meetings, signature needs, flights, and accommodation.Coordinate all functions as planned, including year-end functions, sourcing venues, planning menus, and team-building events.Provide logistical and administrative support for meetings and events, including venue bookings, attendance coordination, and document distribution.Arrange all necessary visas for international travel.Arrange corporate gifts as and when required.Assist with tender submissions as and when needed.Manage boardroom schedules, handle conflicts, and prioritising important meetings.Reconcile travel-related costs and expenses. This Job Specification indicates only the main duties and responsibilities of the position and therefore is not intended as an exhaustive list.
