Personal & Finance Assistant

Location: Johannesburg, Gauteng, South Africa
Date Posted: 09-03-2018
To act as Personal Assistant to 2 Directors of the company  the Financial Manager  and to ful fil the role of Office Manager, ensuring that all appropriate company resources are utilized to ensure excellence at all levels in order to enhance and sustain Client satisfaction and operational efficiencies. This person will also be required to perform certain accounting duties and therefore must have a certain degree of accounting knowledge and be comfortable with numbers.
In all aspects – a good attitude, good people skills, conflict management, accuracy and attention to detail is required.

Responsible Business Units:
Exchange & Finance

Some of the Tasks:
 Be up to date with all the happenings in the company, and brief the directors & FM on any issues with the potential to cause employee disgruntlement, financial loss, operational inefficiencies or undue exposure to risk.
 Diary (& e-mail) management
o i.e. monitoring & actioning of mail in their absence, setting & coordinating meetings etc.
 Receive phone calls, take messages and endeavour to have those messages actioned.
 Receive and distribute all correspondence for the directors & FM.
 Gatekeeper:
o Manage access to directors & FM to ensure efficiency, etc. Be aware of the whereabouts of the directors & FM at all times.
 Pro-active in dealing with in-tray matters that can be resolved without Director’s & FM involvement
 Handling of liaison at a senior level
 Handling private & confidential documents
 Ensure that all administration work is accurate, up to date and accessible to all that require it.
 Company Ambassador: Respond to internal and external inquiries or needs in a professional and knowledgeable manner. Maintain good relations with clients and suppliers. Liaison at senior level.
 Weekly completion of timesheets for the Directors if this is requested of
 Assist with day-to-day activities including occasional personal work
 General secretarial functions / duties such as filing, taking messages,
binding proposals, general correspondence, copying, opening of mail
and taking appropriate action where necessary, travel bookings,
bookings of conference rooms etc.
 Ordering, receiving and storage of sufficient stock of all required items
that are necessary to ensure the smooth and professional running of the
company. Ensure that these items are procured on the best possible
 Taking of minutes during board meetings
 Manage organizational memberships and subscriptions
 Meetings, functions and events:
o Assist with presentations, meetings, events (NBD lunches, Exco
sessions, Strategic sessions etc., as required. Book meeting
rooms, ensure that they are correctly set-up, provide
refreshments and ensure that the room is cleaned afterward, as
and when required by the directors & FM.
 Client / New Business lunches - set, co-ordinate & serve.
 Assume responsibility for the Customer Relationship Management
(CRM) database, ensuring that database is up to date, accurate, and
that team coordinators and receptionist update the database on a
regular basis.
 Take monthly meter readings from the printers, send them off to the
supplier and then ensure that they are correctly invoiced.
 Ensure that the printers have sufficient paper at all times.
 Respond to internal and external enquiries or needs in a professional
and knowledgeable manner.
 Maintain good public relations with clients and suppliers.
 Assist in maintaining a tidy and friendly working environment in the
 Populate tender documents for Exchange
 Any other tasks that can reasonably be assigned to a person in this role
by either director and/or FM
People Management
 Operations as mentioned in previous points
 Lead from the front:
o be a brand ambassador of the business and demonstrate values
by example.

General office management:
 Control the storerooms and archiving processes.
 Manage cleaning and delivery staff, contractors or other regular service
 Project management and co-ordination of any internal projects (office
moves etc.) and ad-hoc duties as required
 Maintain office appearance and standards (hands-on)
 Accountable for and manage office maintenance incl. replacement of
globes, plumbing (kitchen), spray-booth, water coolers, conference
equipment, alarm system, company car, uniforms, ordering of fresh-cut
flowers, fire equipment & policies etc.
 Landlord liaison and action list / outstanding issues follow-up
 Accountable for and management of inventory: office cleaning
materials, bar and office drinks and groceries as well as stationery and
office supplies
 Stationery control and sign-off
 Courier services control and sign-off
 Purchasing of general office equipment & requirements
 Office credit card spend reconciliation
 Kitchen stock control (crockery, cutlery, groceries)
 Internal communications
 Maintaining First Aid box
 Implement internal policies, maintain office appearance / standards
 Access card & parking management
 Manage security service providers, security guards liaison, 24hour
camera surveillance, armed response etc.
 Building – unlocking / locking / alarm and procedures / systems for this.

 Finance duties come secondary to PA duties and tender population
 The following list of finance duties is not a complete list of finance
duties and will vary depending on workload relating to tenders and

PA duties
o Capturing of fleet management
o Updating petrol card analysis
o Capturing of credit card expenses
o Capturing of supplier invoices
o Preparing creditors recons for payments
o Loading payments on Standard Bank Online Banking platform
o Sending Printer copier reading meters to Bytes
o Ensuring printer copier readings are correct on invoice as per
our readings
o Balancing of intercompany loan accounts on an YTD basis as
per Claudia’s schedule
o Posting of pre-paid expenses journals monthly
o Travel schedule as per auditor requirements
o Expense analysis schedule – Exchange
o Monthly Forex updating on NAV
o Capturing of Petty Cash subsequent to reconciling
o Any other finance duty required by the FM

The candidate would need to join the company’s Discovery Medical Aid fund and become a member of our Provident Fund contributing a Min of 3
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