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Executive Assistant: Investment Team (Strictly EE) - Cape Town

Description: 

Job Specification;

Strong communication & interpersonal skills, assertiveness, and be highly organized and adaptable.
Team player and be willing to assist a team of Investment Professionals in delivering on various team requirements.
Looking for candidate who wishes to have a rewarding career as an Executive Assistant, and has a strong ethical base. 
Ensure that processes and procedures are in place and managed to ensure on-going and efficient administrative support to the investment team
Provide secretarial and administrative support to the Chief Investment Officer and the investment professionals in the Fixed Interest team.

 

Customers:

• Staff

• Fixed Interest Team

• Chief Investment Officer

• Business Development

• External Clients

• EXCO

• Personal Assistants

• Finance

Administrative support to team and company initiatives as required

Play a role in assessing/testing and implementation any new firm-wide systems, processes, projects or protocols.

 

Assist to ensure all team members complete monthly staff report, with signature.

Ensure company practices and protocols are followed (e.g. use of letterhead, filing processes, leave reporting, expense claims).

 

Development of processes/checklists to improve general administrative support to the team

Management of general team administration

Assist with digital document/file management systems and processes.

Diary management for CIO and investment team in order to ensure optimal scheduling of meetings across the team while in-office and for out-of-office trips

 

Internal/external meetings scheduled

Booking rooms, parking & catering, manage group email list

Manage office supply inventory and ordering

Travel arrangements & itineraries

Logistics

Car hire

Manage relationship with travel agent

Voyager & Frequent Flyer accounts management

Expense claims

Travel costs billed to Boards/committees

Telephone management

Coordination of meetings as requested

Compilation and collation of packs (if required)

Preparation, approval, distribution, and filing of Minutes

Mail/correspondence managed

Event management (e.g. client meetings, client presentations)

 

Arrangements for parking & access

Catering

Preparation of reports (as requested)

Filing system managed

Electronic & physical system established and maintained

Personal filing for CIO

Typing (e.g. minutes of meetings, proposals)

Ad-hoc research

Information-gathering to support investment process

Assistance to CIO

Maintain team organogram/reporting lines/and staff info file

 

Assist in preparation of review process of team

Assist in coordinating meetings, functions, events, etc driven by the CIO

CIO Presentations/Conference Speaking: Assist with presentation vetting/planning and scheduling, keep list of presentations, coordinate bio/photo submission and logistics

 

Update/maintain CIO’s Gmail contact list

Assist with document management/digital filing/archiving

Assist with expense claims and leave reports

Maintain CV/bio, ID documents (for release), board information/files

Maintain JHB meetings list to optimise trips

Personal scheduling (e.g. doctors’ appointments, etc.)

Assist in maintaining on-line profiles (e.g. LinkedIn, FB, Twitter, SpeakerHub)

Manage frequent flyer accounts and other loyalty accounts

 

 Minimum Requirements;

Matric / Grade 12 or equivelant

Post matric qualification required

2-3 years minimum experience in a similar role 

Experience in an asset management environment (advantageous)

Experience in managing administration processes for a team

Experience in developing new processes and procedures

Experience with file/document management

MS Office package – must be competent to an advanced level in Excel, Word, PowerPoint, Outlook

Experience with Sharepoint is an advantage

Experience with online services (e.g. LinkedIn, FB, etc).

Excellent planning & organisation skills (which includes the ability to effectively multi-task and prioritise workload)

 

Strong detail orientation and task-management competence

Strong communications skills (verbal, written), both listening and communicating

Strong work ethic

Effective time management skills

Ability to work under pressure and to tight deadlines

Strong problem-solving skills

Ability to confidently engage at all levels and amongst a diverse group of people

Service orientation

Ability to build and maintain strong relationships

Analytical thinking

Attention to detail

Inter-personal skills

Decision-making and judgement

Displaying drive, purpose and initiative

Collaboration and teamwork

Assertiveness and ability to clearly express preferences/concerns/directions

Networking skills

Strong sense of “value for money” in making acquisitions (e.g. travel, catering, services).

Excellent communication skills (including writing skills)

Highly ethical, strong sense of fairness, integrity and transparency

Learning agility (curiosity and willingness to learn)

Adaptability

Negotiation skills

Research skills

 
Kindly note that by submitting your application for this career opportunity you agree that Guardian Recruiting may use your application for
the purpose of the recruitment and selection of the said position and this information may be shared with the relevant stakeholders in the business.
 
Please note that only shortlisted candidates will be contacted.
 
Should you not have heard back within a two-week period, please assume that your application was unsuccessful.
 
All job postings are in accordance with our Client's BEE requirements.
Please only send certificates when requested to do so.
 

Employer: 

Guardian Recruiting

Location: 

Capetown

Salary: 

Negotiable

Job Reference: 

552331