Overview
Executive Assistant Jobs in Cape Town, Western Cape, South Africa at Stonehage Fleming
Title: Executive Assistant
Company: Stonehage Fleming
Location: Cape Town, Western Cape, South Africa
Working Relationships
This role will be the main support to the Head of Family Office – Cape Town and the Family Office team in Cape Town. It is imperative that the person in this role must be a dynamic individual that can juggle multiple responsibilities while still producing quality work.
Main Duties Include
- Act on behalf of the Head of Family Office – Cape Town, screening, directing and actioning inbox correspondence, liaising with any relevant teams, person to action in pursuit of addressing diary priorities
- Provide extensive diary and inbox management along with call and meeting scheduling
- Maintain calendars of relevant staff members within the team and set up meetings with staff members and clients
- Point of contact for offshore colleagues – assist with any requirements
- Assist marketing department with marketing requirements
- Assist at times with various client work, as instructed by Partners / Team
- Act as the point of contact among executives, employees, clients and other external partners
- Manage information flow in a timely and accurate manner
- Track daily expenses and prepare weekly, monthly or quarterly reports
- Format information for internal and external communication – memos, emails, presentations, reports
- Minute taking
- The management of the Family Office – Cape Town team’s CPD points
- Assisting with the management of the office head’s administration – expense claims, certificates and information ordering gifts for clients, delivery of documents
- Ensuring the office head is kept up to date with any information relating to clients, which can have an impact on the client relationship
- Assisting with QR commentaries and reviews
- Ensure meetings are well prepared and catered for
- To pro-actively anticipate anything that could be required for example when unforeseen things come up
- Assist the Social Committee in the office
Travel Arrangement Duties
Liaising with a third-party provider to facilitate the scheduling of flights and accommodation for staff members within Stonehage Fleming.
Qualifications & Experience
- Work experience as an Executive Assistant, Personal Assistant or similar role
- Excellent MS Office knowledge
- Outstanding organizational and time management skills
- Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Understanding of the finance industry
- Previous experience in the Professional Services environment in a similar role advantageous Secretarial diploma or occupational certificate advantageous
Competencies & Behaviours
- Excellent at building, maintaining and managing strong relationships across the business
- Confident engaging with stakeholders at all levels
- Able to make decisions, take ownership and accept accountability
- Working in a fast-paced environment, with the ability to make changes in the moment to deliver
- Resourcefulness and an ability to solve problems
- Excellent organising and planning skills
- Action orientated – can identify and work to clear priorities, manage time and resources effectively
- Pro-active and have a great attention to detail
- Strong organisational skills, with an ability to manage your own workflow and that of a team
- Working in collaboration and inspiring a team to deliver exceptional customer experience
- Demonstrates drive and enthusiasm for personal development