Business Manager (Executive Assistant) - #305708

The Payments Association of South Africa (PASA)


Date: 2 weeks ago
City: Johannesburg, Gauteng
Contract type: Full time
Job Purpose
To support the Executive for Governance, Legal and Compliance by providing a highly professional, competent, and proactive executive administration service.

To ensure the execution of all secretarial tasks and duties, and general office management, which will enable the Executive to optimise time management and execute their role efficiently

Job Responsibilities:
  • Providing a full range of corporate secretarial support.
  • Coordinating and arranging all Payment Asspciation of South Africa (PASA) Structure, Committees and General meetings (this may include the Legal committee, Competition committee, PASA Legal Stakeholder Forum, Payments Industry Body (PIB) Transition projects, and Settlement Migration Projects).
  • Coordination of meetings may include preparation of agendas, compiling presentation packs, preparation of meeting minutes, booking of meeting venues, circulation of communication/documentation to relevant stakeholders, catering arrangements, correspondence to respective PASA members, and ongoing tracking of action items and deliverables.
  • Ensuring that all decisions at meetings are accurately and appropriately recorded in the minutes of the meeting and escalated to Council, or reported to relevant managers, as and when required.
  • Proactively following up on action items arising from minutes.
  • Assisting the Executive for Governance, Legal and Compliance (GLC) in administrating all Council and Committee meetings.
  • Maintaining all statutory registers, minute books and any other governance documents.
  • Assisting in the execution of the annual Council and Committee plans.
  • Responsibility for dealing with executive queries and requests from stakeholders.
  • The ability to work independently and be the key point of contact for relevant Council Committees.
  • Rulebook Custodian which may include Rulebook Register and Rulebook Archived Register, Rulebook Release Notices, custodian and management of the Rulebook documents, and publication in the Rulebook located in the PASA Member website portal.
  • Keep the filing system and server updated with the latest documentation.
  • Developing, building, and maintaining strong relationships with the business to further enhance commercial acumen.
  • Planning and coordinating travel, accommodation, and meetings (venues, parking, catering, equipment and other meeting requirements).
  • Ensuring the coordination and follow-up of various activities, including screening of the GLC Executive’s email inbox during absence, responding to emails, and initiating action.
  • Extensive diary management for the GLC Executive.
  • Maintain a close working relationship with PASA’s key stakeholders.
  • Keeping track of business expenses and submitting payments on time to Finance.
  • Conducting ad hoc research and participating in ad hoc PASA projects.
  • Liaison at all levels internally and externally.
Qualifications
  • A relevant tertiary qualification is preferred.

Experience
  • 8-10 years of experience in an executive administration role or an executive professional assistant to a corporate Executive.
  • 5+ years minute taking experience
Knowledge
  • Proficiency in MS Office applications, with advanced skills in Microsoft Excel and Microsoft PowerPoint.
  • Proficiency in Adobe Pro and Microsoft SharePoint would be an advantage
Skills and competencies
  • Excellent communication skills (verbal and written)
  • Utmost discretion
  • Strong planning and organising abilities
  • Proficient in relationship-building and interpersonal skills
  • Ability to work independently and to collaborate with others
  • Ability to build credibility and trust
  • Ability to analyse problems and make decisions
  • Ability to work under pressure
  • Diligent and with excellent attention to detail
  • Good interpersonal skills
  • Drivers licence and own transport

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