Executive Assistant

3 months ago

London, United Kingdom Vantage Data Full time

Position**:Executive Assistant**

Reporting to: CEO

**Purpose of the Role**

The purpose of this role is to Manage Business and Finance Administration across the business.

**Roles and Responsibilities**

Finance:

- Liaising with internal and external stakeholders to manage the invoicing process
- Liaising with Finance providers regarding creditors, debtors and following up on outstanding accounts
- Capturing of new client payment details and all relevant client documentation and following up with the relevant team members regarding any missing documents
- Managing team expense and card claims process and allocation of payments for approval
- follow up on client invoices to ensure on time payment
- Processing monthly expenses
- Intercompany Transfer documentation management
- Expense management & reporting
- Client and Supplier Documentation management
- System management (Drop Box)
- Company Insurance policy management

HR:

- Coordination and management of team events, meetings, local and international travel
- team expense management
- Support with employee onboarding and exit process and maintain all confidential employee documentation and folders
- Support with coordination of external HR benefits service providers like payroll and medical aid

General:

- General remote office management of the Durban, CT and JHB offices including but not limited to stationery, office supplies, scanning & filling,
- Travel management for entire team, including flights, accommodation and car hire
- CEO Diary management
- Presentation Creation for Internal and External Key Stakeholders
- Proposal Review
- Legal Documentation Review
- Assist with driving automation projects to completion

**Key Competencies**
- Ability to self-manage- Excellent written and verbal communication skills
- Excellent attention to detail
- Able to effectively engage with executive level teams
- Very solid work ethic
- Energetic and flexible
- Ability to work in a quickly growing team
- Desire to work in a flexible environment that focuses on results and rewards excellence
- Desire to learn how to leverage data analytics technologies to further the automation and enablement of internal and external key stakeholders

**Resource management skills**

Management of material resources

Managing one’s own time and the time of others

**Job Experience**
- Minimum 3 years EA experience supporting Director/CEO level
- Preference for a person who has worked in a fast paced dynamic environment (Finance industry preferred)
- Strong powerpoint skills and capabilities
- Flexible approach to working hours with a willingness and ability to respond to needs outside ‘office hours’ during the early morning, evenings and weekends

**Additional Information**:

- Individuals who are employed by Vantage Data must appreciate, at all times, that they are ambassadors of the organisation, that their actions, conduct and statements must be in the best interests of the organization and that they should be appropriately dressed and presentable at all times.
- Honesty, Integrity and confidentiality
- Loyalty to vantage and its customers
- Mutual Respect for Diversity and eachother/cultural awareness
- Perform Additional ad hoc duties outside of the basic job specification that the company believes to be reasonably appropriate

**Salary**: £30,000.00-£45,000.00 per year

**Benefits**:

- Referral programme
- Work from home

Flexible Language Requirement:

- English not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus scheme

Work Location: Hybrid remote in London

Reference ID: EA1

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