Designation:

Executive Personal Assistant

Category:

Group Finance

Level:

Skilled

Closing date:

14 Oct 2024

Position Type:

Permanent

Location:

Multi Choice City

Job Description:

The Multi Choice Group is a multinational media and entertainment group headquartered in South Africa, Dubai and the Netherlands with principal operations in pay television, video entertainment, advertising and content security. Brands within the Group include DStv, GOtv, Super Sport, M-Net, DStv Media Sales, Showmax and European-based content security leader Irdeto. We’re proud to say we serve 20 million subscribers across more than 50 African markets, with a successful history of identifying and adapting to industry trends, allowing us to continuously deliver the best in entertainment.

By joining our passionate and creative team, you can help us achieve our objectives of expanding our pay-TV and SVOD (Subscription Video On demand) subscriber bases, improving advertising sales, spearheading cutting-edge technology, supporting local content and providing an exceptional customer experience.

Join Africa’s most loved storyteller!
Reports to: Deputy CFO Multi Choice Group
Division: Group Finance
Department: Group Finance
Key Customers: Executives
Location: Randburg, South Africa
The role of the Executive Personal Assistant is to ensure that the executive stays organized and supports them in ensuring that the business runs smoothly. Work closely with top executives providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing administrative duties such as general correspondence, hosting guests, coordinating meetings, and extensive schedule management.

• Analyze monthly and weekly plans and determine required amount of meetings, logistics, attendees, etc.
• Produce documents, briefing papers, reports and presentations, etc. as requested by CFO / Executives
• Carry out background research and present findings to the CFO / Executives
• Manage team meetings, taking and circulating minutes and tracking action items
• Carry out specific projects and research as requested by the CFO /Executives
• Support executive with presentation and report research and preparation
• Ensure that the CFO’s schedule is planned in advance and that the calendar/diary is up to date and efficiently managed as changes occur
• Request necessary data from management so that reports can be compiled
• Screen phone calls, e-mails and messages either through first line response or forwarding as appropriate
• Process incoming correspondence and action as required, e.g. Update calendar; Type documentation; Distribute / forward information; Internal and external queries
• Maintain stakeholder database and ensure that all information is accurate and up to date
• Work with Human Resources Business Partner to ensure functions organograms are up to date.
• Regularly check resource supplies to ensure sufficient stock
• Act as first point of team correspondence
• Maintain an up to date, orderly and logical filing system that can be easily accessed by relevant individuals

Meeting Management

• Schedule meetings as planned or requested
• Ensure that an agenda is sent to all delegates, both with standard agenda items as well as any items that need to be included for follow up as a result of actions documented in previous meetings
• Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
• Compile documentation required and distribute in advance to delegates
• Arrange logistical requirements and ensure smooth running of the meetings
• Take minutes of meetings and ensure accuracy and timeous distribution
• Analyse meeting requirements, prepare required information and advise the CFO / Executives

Event Management

• Arrange functions and events according to requirements upon request by the CFO / Executives
• Determine a budget amount for these events
• Send invitations to CFO’s / Executive’s invitees in advance
• Make sure that all hotels, travel and forex arrangements are on track and arranged as requested

Stakeholder Management

• Ensure timeous exchange of information between executive and key stakeholders
• Manage all written executive correspondence by preparing drafts for sign off and responding to routine requests

• Essential : Diploma level educational qualification
• Preferred : Degree

• A minimum of 3-5 years’ Secretarial/Office Administrative experience or Equivalent

• Communication
• Relationship Building
• Confidentiality
• Project Management/Coordination
• Administration

• Accountability
• Teamwork
• Interpersonal Support
• Attention to Detail
• Planning and Organizing
• Prioritization
• Analytical Thinking