Executive Personal Assistant to Group Chairman - Cape Town Verfied Gold Badge

R 30000 per month Cape Town, Western Cape Cape Town, Western Cape more than 14 days ago 20-02-2017 7:27:18 AM
21-02-2017 10:40:18 AM
Executive Personal Assistant to Group Chairman
Paralegal

A Multi National Group with several group entities has a vacancy open for a Personal Assistant who has extensive experience in Property Law.
This group holds a variety of opportunities for the right individual with excellent Law experience to fill in as Persoinal business assistant to the Group Chairman.

You will be to assist and advise him in the daily running of various group entities and take all legal responsibility for all local and international business interests for the Group.

If you have completed your articles and have 3-5 years experience dealing with legal corporate affairs , property law and business law this is an opportunity for you to step into this role.

GENERAL
Maintain Group Chairman, Chief Financial Officer and Chief Operations Officers' diaries
Monitor diaries of remainder of the management team in conjunction with above
Oversee Boardroom bookings and arrange catering when required
Arrange functions, dinners, lunches, bookings of seminars, workshops, etc.
Assist Accounts Department to co-ordinate daily banking authorisations
Manage efficient and professional running of Reception

ADMINISTRATION
Keep statutory / master documents updated timeously
Keep internal intranet updated (Gate Keeper)
Assist IT to keep company websites updated
Administer documentation of Local Companies (13), Close Corporations (3) and Trusts (8)
Administer documentation of Off Shore Companies (2) and Trusts (4)
Administer and arrange renewal of annual licences, subscriptions and memberships
Administer all company logos and placement thereof
Keep company organograms updated
Administer and order business cards
Keep spreadsheet of bank details updated
Arrange customer gifts (Christmas, etc.)
Oversee updating of internal communications directory
Draft legal agreements, i.e.
Memorandum of Agreement
Heads of Agreement
Shares Purchase Agreements
Shareholders Agreements
Brokerage Agreements
Carrier to Carrier Agreements
Logistics Agreements
Service Level Agreements
Agency Agreements
Correspondence Agreements
Standard Operating Procedures
Resolutions
Lease Agreements
Confidentiality Agreements
Risk Control Agreements
Management Services Agreements
Non-Disclosure Agreements
Consultant Agreement
Keep PAIA for all Companies, Close Corporations and Trusts updated

ACCOUNTANTS
Co-ordinate updates of statutory documents for local Companies, Close Corporations and Trusts
Co-ordinate signing of Annual Financial Statements
Co-ordinate signing of provisional tax returns for Companies, Close Corporations and Trusts
Co-ordinate supporting documents for personal provisional tax returns

TRAVEL (INTERNATIONAL AND LOCAL)
Book local and international flights, accommodation and car hire (including overseas visitors / agents Arrange visas and foreign exchange for travellers
Draw up itineraries for overseas travel and overseas agents / visitors
Ensure international roaming for cells and 3Gs
Arrange family flight and travel plans for Group Chairman

VEHICLES
Register new company vehicles
Renew annual vehicle licenses
Keep spreadsheet of vehicle details updated
Fines - arrange recoveries and payments
Investec Journey Cards - report lost cards, order new cards and follow up on suspicious use

BANKING
Liaise with Relationship Executive on facilities and annual renewal of facilities
Update / amend banking mandates and signatories
Liaise with Relationship Executive on instalment agreements
Assist with on-line banking queries
Administer SARS guarantees
e-Forex - update users
Liaise with Relationship Executive on bond facility
Liaise with Relationship Executive on local and off shore banking
Liaise with Relationship Executive on Credit and Journey cards
Liaise with Menvest Mauritius on account held in Mauritius
Assist with off shore trans

PROPERTY
Draw up and administer lease agreements (Retail, Commercial and Industrial)
Liaise with Property Consultant / maintenance contractors / tenants
Ensure timeous payment of services / maintenance on properties
Keep lease schedule updated
Arrange property valuations when required
Keep and monitor repairs and recurring maintenance schedule updated
Maintain property key registers and spare keys in conjunction with Security
Liaise with Farm Manager on farm matters

AGENTS (2 LOGISTICS COMPANIES)
Draw up and administer Agency and Correspondence Agreements
Draw up and administer SOP's with updated information
Update Global Contact List and distribute to agents quarterly
Communicate with Agents re : annual conferences / visits

SARS
Renew TWF Clearing Agent licence annually
Administer / maintain Container Depot and Warehouse licences for all regions
When necessary communicate with SARS on matters

DOCUMENTATION / FILING
Ensure the following are saved electronically and as hard copies:
Contracts - security, cell phones, etc.
Property Title Deeds
Annual Financials Statements
Statutory documents (including resolutions and minutes) for all Companies, Close Corporations and Tr Vehicle Certificate of Registrations and Licences
Bank Facility Letters
Instalment Agreements
SARS Guarantees
Copies of ID's & passports of all travellers
Certification for all properties
Property Plans
Lease Agreements
Insurance policy documents
SARS Licences
Agreements

This position is for the right hand person of the Chairman and 3 Directors.
You must be a Legal graduate
You must have previous experience as an Executive Assistant in a large company or group
Only Females will be considered
The position is open to any ethnic group
You must communicate well in English and Afrikaans
As the position requires travelling, women with small children will not be considered
The position requires maturity, integrity and confidentiality

The position offers a remuneration package of R 30,000.00 based on qualifications and experience.
Travel Allowance
Pension
Medical Aid

Recruiter: ITS Personnel