Personal Finance Assistant

Job Description

Duties & Responsibilities :

Provide support to the Finance Manager.
Maintaining financial systems.
Recording and processing financial information.
Data entry and maintenance.
Manage and support the FM, and as required additional Directors, diaries to ensure efficient planning and prioritising.
Plan, coordinate, and ensures the FM schedule is followed and respected.
Provides “gatekeeper” role, creating win-win situations for direct access to the FM time and office.
Works closely and effectively with the FM to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Keep the FM updated on issues taking place in the environment.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the FM’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Provide a welcoming and hospitable environment for all internal and external visitors.
Create a professional and courteous environment in respect of all internal and external communication.
Ensure and maintain the neatness and professional image of the FM suite by liaising with respective or relevant parties that support this function.
This will include effectively managing the FM’s floor, including but not limited to events management, technological equipment, stationary, setting up and cleaning of venues, etc.
Coordinate, procure and control the stationary, consumable and grocery functions within the suite. thereby ensuring timeous access and monitoring the use thereof.
To manage and coordinate all travel requests, ensuring hassle free trips. This will include but not be limited to accommodation, car hire, connectivity arrangements, and all other arrangements needed for travelling. Travel must be management in a cost-effective way and withing budget.
To plan and coordinate all functions within the executive suite thereby contributing to the team morale and spirit within the department.
Organize and maintain the office filing system.
Co-ordinate logistics to support the Board and Board Sub Committee meetings and events.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the FM, including those of a highly confidential or critical nature.
Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the FM’s style and organisation policy.
Coordinate and manage meetings, events, and gatherings hosted by the FM.
Manage information flow in a timely and accurate manner.
Format information for internal and external communication – memos, emails, presentations, reports.
Operations Management is to provide operational support by performing a range of routine activities using existing systems and protocols.
Manage boardrooms, offices, and other venues effectively.
Support others by performing a range of facilities management activities.
Manage cleaning staff, IT support and other administrative support.

Desired Experience & Qualification :

Matric qualification
Clear Criminal Record
Must be mobile therefore a valid driver’s licence.
Must have a proven track record of having worked as a Personal Assistant at MD / CEO / CFO / Executive level.
A Business Administration certification / qualification
Bookkeeping Course / Certification advantageous