Executive Assistant and Finance Administrator to CFO

Applications are invited for the above-indicated vacancy within Rapid Innovation Group. The incumbent will report to the Chief Financial Officer.

Job Purpose

To perform executive/secretarial support functions and department administration in the office CFO and Finance to enable achievement of operational effectiveness and efficiency.

Key Responsibilities

• Insurance administration, including claims management
• Fixed assets tagging and recording of new assets acquired
• Manage the process of assets handover to the relevant department
• Manage all finance filing system monthly and ensure that all the invoices are supporting documentation are filed in the accurate month
• Follow up to ensure scheduled meetings take place and prioritise meetings to ensure there are no double bookings
• Ensure efficiency in Finance Department and oversee aesthetics and cleanliness
• Co‑ordinate and expedite follow-up work as may be required i.e. record and circulate tasks to the Managers and conduct follow-ups with the rest of Finance on behalf of the office of the CFO
• Undertake specific administrative tasks within the Finance Department as may be determined by the CFO and managers within the department.
• Manage the CFO’s diary and schedule appointments with clients, internal departments, external stakeholders
• Ensure CFO’s availability to attend events and secure in the diary
• Manage the day-to-day activities of the CFO’s office, make necessary arrangements and representations where CFO is not available
• Monitor progress against the personal development plans and produce a report quarterly
• Act as a Health and Safety Committee member
• Advise the Managers on timely and correct submissions of documents
• Type reports, letters and presentations in the appropriate format
• Conduct desktop research when required on certain issues that Finance needs.
• File documentation for ease of retrieval (both electronic and manual)
• Coordinate travel arrangements with Finance in terms of flight bookings, accommodation, and car hire
• Coordinate logistics for staff meetings
• Coordinate stationery requirements for the group

Skills and Competencies

• Grade 12 and relevant diploma or degree would be added advantage;
• At least 5 years’ experience as an administrator;
• Administration and intermediate to advance computer skills (MS Office);
• Time‑management and organization skills;
• Ability to establish and maintain effective working relationship with individuals from diverse backgrounds;
• High ethical standards;
• Ability to confidentially interact at all levels within and outside the organisation and
• Proactive, trustworthy and high output‑driven individual.

Personal Attributes

• Analytical ability
• Administration and organisational skills;
• Results‑orientated, adheres to deadlines;
• Assertive, ability to remain calm under pressure and resolve conflict;
• Self‑motivated and energetic;
• Discreet and
• Team player, approachable, receptive to feedback from others.

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