Job description

An opportunity has arisen for an Executive Assistant to join Sentinel Global, a business and financial advisory firm based in the UK and with regional offices in Africa, Cayman Islands and UAE. Although the role will be based in South Africa, it will involve general administrative, travel and expense related support for the London team. You will be expected to proactively manage your tasks, pre-empt issues before they arise and think on your feet – this role will involve a lot of problem solving. We are looking for someone who can wear many hats, work independently, with forensic attention to detail and who is not afraid to be persistent when looking for information or solutions. This is not a standard PA role – we are looking for an individual with at least 3 years work experience (industry is not important), preferably someone making a lattice style career move. Aptitude and a willingness to grow are recognised by the directors and they are keen to support employees in their career ambitions. If you prove yourself, there could be training opportunities to progress up the ranks. We are a small team so you will be expected to help with basic admin tasks when needed, even though this is not a junior role.

Duties include, but are not exclusive to

• Reception duties: taking / transferring calls and forwarding messages coming through the main office telephone line in a prompt and precise manner
• Meetings: meeting and greeting guests; offering refreshments; preparing the room and tidying up afterwards
• Admin tasks: supporting the team with administrative tasks included but not limited to printing, binding, copying, scanning, couriering documents, drafting letters and filing, maintaining the boardroom booking schedule so there are no conflicts.
• Account management: Point of contact for suppliers and service providers. You will need to start the procurement process when the need for new service providers arises – which involves understanding the needs of the business, enquiring about services and fees, and feeding back to the team.
• IT: point of contact for IT and telephony support companies; new PC setup, troubleshooting, record keeping
• Accounts: Expenses, Company credit card reports, raise / check invoices, arrange payments, petty cash management
• Occasional Marketing related tasks to support the Investment Team (creating PowerPoint presentations, maintaining updates to the website, proofreading copy, researching market developments in Africa)
• PA duties for two directors, including diary management and occasional PA duties as requested by the broader Team
• Meticulous filing of all company documents and maintaining back-ups of each file in an organised digital system
• Scanning of business cards and importing into Outlook
• Arranging for documents to be certified or translated when required.
• Maintaining third party contacts list
• Working closely with travel agent and associated suppliers (including cars and hotels), which involves utilisation of an online travel booking system. You will need to be agile, with the ability to handle complicated travel itineraries under pressure.  
• Collating and filing of original expense receipts, and cross-referencing against staff expense claims. Ensuring expense policies have been adhered to.
• Managing visa applications and noting when visas expire so as to begin a new application process in advance of future travel.
• Creating and maintaining files for each team member and handling their contents with the utmost discretion.
• Making restaurant bookings and assisting with arranging client meetings and occasionally travel on behalf of clients.
• Ensuring various license expiry dates for the office or directors are flagged in advance.