Job Description:
To provide administrative support to the Office of the CFO to ensure the effective and efficient running of the office and to assist in providing key support to the division in the execution of the overall Finance strategy.
Requirements:
- 3 Years relevant work experience in Executive Administration: Operational Level.
- Proven track record in executing executive and / or executive level administrative functions: Operational Level.
- Proven track record in report writing and presentation formatting: Operational Level.
- Must have understanding of invoicing, requisition ordering and basic procurement protocol: Operational Level.
Duties and Responsibilities:
- Develop, maintain and update the CFO’s annual meetings planner.
- Oversee and coordinate the CFO’s meetings and preparation and ensure that all logistics, minutes and relevant agendas and material are provided.
- Oversee, coordinate, and provide administrative duties such as, receiving telephone calls, correspondence and emails and flagging them as required.
- Coordinate the CFO’s travel program, itineraries and related logistics.
- Manage and coordinate the CFO’s task list portfolio, in conjunction with the CFO.
- Treat information and documentation as private and confidential, and only disclose to any parties through the CFO’s approval.
- Reconcile the CFO’s expenses, prepare the report accordingly and submit to Finance for processing.
- Prepare non-routine and routine correspondence, and proofread relevant documents before circulation.
- Research and collate data for special reports on behalf of the CFO.
- Provide input and formulate business presentations in consultation with the CFO.
- Perform special projects as directed by the CFO, including the review, research, summarization and analysis of information.
- Attend key meetings with the CFO with the purpose of ensuring follow-up and execution on identified actions.
- Work with the CFO to strategize and manage a portfolio of relationships.
- Assist with the compilation of strategic documents for the CFO.
- Oversee and improve the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
- Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
- Ensure that all documents are filed, managed and updated appropriately.
- Coordinate the logistical arrangements of relevant meetings in an effective and efficient manner and ensure the documentation and distribution of minutes.
- Prepare agendas, documents and meeting packs for meetings, including CFO meetings.
- Co-ordinate and collate all reports to be submitted to the various management levels and committees.
- Receive guests for meetings with the CFO.
Skills:
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize and multitask.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite.
- Ability to maintain confidentiality and exercise discretion.