VGP Recruitment, Senior Executive PA/Assistant

Previously disadvantaged candidates will be given preference.

We have a fabulous job opportunity for a very experienced, senior Executive PA/Assistant to provide administrative support to one of a leading financial services company’s teams, based in Cape Town. The role provides critical support to the Co-Head of South Africa & Africa and a broader team complement of 20 team members. The team manages various South African and African strategies and travel extensively, so it is essential that the successful candidate has experience organising complex global travel arrangements. The ideal candidate should be excited about working in a fast-paced environment, can support a large team and is able to work across multiple time zones. Candidates must have previous experience as an Assistant, as well as a desire for long-term career growth in this role. Broader financial services experience is a must. Given the nature of this role and the amount of hands-on support required by the team, this role is an office-based role.

Responsibilities

General

• Providing administrative support for Investment teams including but not limited to diary management and general administrative support such as printing and binding, producing letters, booking couriers, taxis, rooms, managing stationary, organising team events etc.
• Support the team with task allocation and management
• Maintaining client meeting tracker and calendar
• Proactive thinking to anticipate issues in multi-time zones and complex diary management for members of the teams
• Compiling and distributing meeting packs in a timely manner
• Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, audio conference and telepresence
• Extensive Travel Coordination: creating itineraries for complicated global business trips, including the booking of flights, accommodation, transfers and submission of applications for visas
• Monthly management of travel & expenses process for the team
• Acting as the first point of contact for general and administrative queries
• Assisting in maintaining accurate records on the research management system
• Ability to prepare PowerPoint presentations, Excel and Word documents for team members as required
• Ad hoc project work
• Providing cover for departmental team assistants as and when required
• Providing phone coverage for allocated teams with the ability to handle calls in a professional manner, taking and passing on accurate and detailed phone messages in a timely manner.

Risk and Compliance

• Adhering to the Code of Ethics and related policies, including personal account dealing, gifts, market abuse, etc.
• Ensuring Compliance training, declarations and relevant forms are completed on a timely basis
• Ensuring that firm and client data and property, including IT data, are properly protected
• Reporting any possible and actual breaches, errors, complaints or conduct issues.
• Reporting any suspicion that a client, investor, or employee may be involved in money laundering, fraud or other crime such as market abuse.

Requirements
The successful candidate must have/be:

• Degree qualified (highly desirable)
• 8+ years’ proven experience of providing team assistant support to large and busy teams
• Experience working within the financial services sector (specifically Asset Management) of a similar size is highly desirable
• Financial Corporate level services experience is essential
• Experience arranging complex global travel is essential
• Previous experience of compiling board packs and credit is advantageous
• Extensive Outlook experience and complex diary management
• Advanced Microsoft Word, Excel and PowerPoint
• Excellent interpersonal and communication skills; ability to be clear and concise when passing on information
• Strong organisational skills
• Ability to be proactive and think quickly
• Ability to build and maintain relationships on all levels
• Ability to use own initiative
• Confidentiality and ability to handle sensitive matters at all times
• Composure under pressure
• High attention to detail
• Good gatekeeping skills.

Should you not receive a response within 10 days, please consider your application unsuccessful.

Company Description

VGP Recruitment is a specialist recruitment agency in the advertising, marketing, media, creative, digital, PR/communications and publishing industries.

Posted on 06 Apr 10:41, Closing date 5 Jun