Executive Personal Assistant - Momentum Metropolitan Holdings Limited

Role Purpose    

To provide administrative support to senior executives at Momentum Investments as well as their teams, ensuring efficient operation and management in setting the senior leaders up for success. The role involves handling sensitive information, managing schedules, coordinating meetings, and acting as a liaison between the leader and internal as well as external stakeholders but also doing tasks that will set the senior leader and their teams up for success.

Duties & Responsibilities    

Diary Management & Logistics:

• Schedule meetings, workshops, and extended sessions, confirming venues and arranging catering where required.
• Liaise and manage diary conflict with other PA’s.
• Prepare for meetings by ensuring venues are ready and virtual links are set up.
• Schedule recurring meetings upfront and ensure venue availability.
• Arrange special events and functions and offsite sessions for the functional team.
• Liaise with other PA’s in compiling the corporate calendar for Momentum Investments and scheduling meetings accordingly upfront.
• Schedule an appropriate time for the preparation of meetings within calendar.

Administrative Support:

• Manage and maintain schedules, including appointments and meetings ahead of time.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with utmost discretion.
• Manage corporate credit card transactions and expense claims.
• Handle JDE transactions, including payment of invoices and contractor salaries where applicable. Manage timeous response and payments of invoices.
• Track software licensing and other recurring payments.
• Provide support to track budget for the team effectively.
• Ensure credit cards are reconciled as per company policies.
• Manage and review discretionary budgets relating to events, training, stationery, equipment and other relevant categories.

Meeting Coordination:

• Coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure all necessary materials are prepared and distributed in advance.
• Ensure all preparation work has been completed before meeting occurrence.
• Ensure relevant channels (Teams etc) are developed as needed for specific requirements (like Teams sites for leadership teams).

Communication Management:

• Act as the primary point of contact between the senior leader and internal as well as external stakeholders.
• Screen and prioritise incoming communications, including emails and phone calls.
• Build relationships and demonstrate empathy with internal teams, vendors, and clients.

Presentation Development and Management:

• Create, edit, and enhance presentations for senior leaders to use in meetings, conferences, and other events.
• Ensure presentations are visually appealing, accurate, and aligned with the company’s branding and messaging.

Project Management:

• Assist in the planning and execution of special projects and initiatives.
• Track progress and ensure timely completion of tasks where needed.

Preparation for MANCO and Board Meetings:

• Monitor receipt of meeting packs and agenda documents.
• Print and prepare documents as required.
• Ensure action items and necessary materials are ready for meetings.
• Ensure appropriate time is booked within the calendar for preparation of meetings.

Travel arrangements and planning:

• Arrange complex and detailed travel plans and itineraries for travel.
• Arrange accommodation and ensure that the senior leader is set up to work effectively.
• Arrange relevant documentation e.g. visa applications where required.

Event support within the functional team:

• Coordinate logistics for functional team events and functions.
• Organise team events, birthday celebrations, and other functions that the senior leader considers important.

Office Management:

• Oversee the maintenance of office supplies and equipment.
• Ensure the executive office operates smoothly and efficiently.
• Keep the standard record of all office supplies and equipment.

Setting up new starters:

• Ensure that new starters in the team is set up with a computer with access to the right systems to contribute to the team deliverables quickly.
• Ensure you stay close to the team to set the leader(s) up for success and to overcome challenges on the floor quickly.  

Requirements    

Qualifications, Experience and Knowledge 

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum of 5-7 years of experience in a similar role, preferably in a financial services environment.
• Experience in supporting EXCO and MANCO leaders at the same time. 

Competencies and Skills

• Exceptional organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to handle multiple tasks and prioritise effectively.
• High level of professionalism and discretion.
• Strong problem-solving skills and attention to detail.

Personal Attributes:

• Integrity: Demonstrates high ethical standards and maintains confidentiality.
• Proactive: Takes initiative and anticipates the needs of the executive.
• Adaptable: Able to work in a fast-paced and dynamic environment.
• Interpersonal Skills: Builds strong relationships with stakeholders at all levels.