Role Overview:

The Admin and Finance Officer / Personal Assistant (PA) to the Chief Executive Officer (CEO) is responsible for overseeing day-to-day administrative and financial operations while providing direct support to the CEO. This role requires a detail-oriented individual capable of handling a diverse set of responsibilities, from managing financial transactions and preparing reports to assisting the CEO with scheduling, communication, and office management tasks. The position combines elements of administrative, financial, and personal assistance to ensure smooth business operations.

Key Responsibilities:

1. Administrative Support

• Serve as the primary point of contact for the CEO, managing communication, scheduling, and meeting arrangements.
• Handle all administrative duties, including managing office supplies, handling correspondence, and maintaining filing systems.
• Coordinate meetings, conferences, and appointments, ensuring all logistics are in place for successful execution.
• Prepare minutes of meetings and follow up on action points to ensure timely completion.
• Maintain the CEO’s calendar, scheduling internal and external meetings, and prioritizing tasks based on business needs.
• Coordinate travel arrangements, including flights, accommodation, and itinerary planning for the CEO and team members.
• Manage the general office environment, ensuring it is organized, efficient, and meets operational needs.

2. Financial Management

• Oversee day-to-day financial operations, including bookkeeping, expense tracking, and payment processing.
• Maintain accurate and up-to-date financial records, including invoices, receipts, and financial statements.
• Assist in preparing budgets, financial forecasts, and cash flow analysis in coordination with the CEO.
• Process payments for suppliers, vendors, and staff, ensuring proper documentation and authorization.
• Monitor bank transactions, reconcile accounts, and manage petty cash.
• Prepare monthly, quarterly, and annual financial reports, ensuring compliance with internal policies and external regulations.
• Assist with audit preparation and liaise with auditors to ensure smooth audits.

3. Personal Assistance to the CEO

• Provide personal assistance to the CEO, managing personal schedules, correspondence, and tasks.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist the CEO in managing priorities, organizing tasks, and following up on key business matters.
• Draft and proofread documents, presentations, and reports on behalf of the CEO.
• Act as a liaison between the CEO and internal/external stakeholders, ensuring effective communication and timely responses.
• Support the CEO with any other ad hoc tasks, both personal and professional, as required.

4. Office and Operational Management

• Ensure the office runs smoothly, coordinating with suppliers, managing office inventory, and overseeing office maintenance.
• Develop and implement administrative systems and procedures to increase operational efficiency.
• Assist in organizing company events, workshops, and team-building activities.
• Monitor compliance with company policies and procedures, ensuring adherence by all staff.
• Support HR activities, such as maintaining employee records, coordinating recruitment processes, and organizing onboarding for new employees.

Key Qualifications and Experience:

• Education: Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.
• Experience: At least 2-3 years of experience in administrative and finance roles, preferably with experience providing personal assistance to senior management.
• Technical Skills: Proficiency in financial management software (e.g., QuickBooks, Xero) and MS Office Suite (Excel, Word, PowerPoint).
• Administrative Skills: Strong organizational and multitasking skills with a keen eye for detail.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with clients, suppliers, and colleagues.

Key Competencies:

• Time Management: Ability to prioritize tasks and manage multiple deadlines efficiently.
• Discretion and Confidentiality: High level of integrity and ability to handle sensitive information with professionalism.
• Problem-Solving: Ability to handle challenges, identify solutions, and take initiative to ensure smooth business operations.
• Interpersonal Skills: Excellent interpersonal skills with a customer- oriented attitude and the ability to work effectively with diverse teams.
• Financial Acumen: Strong understanding of financial processes, reporting, and budgeting.

Performance Indicators:

• Timely and accurate processing of financial transactions and reporting.
• Effective management of the CEO’s schedule, ensuring meetings and tasks are well-organized and prioritized.
• High level of accuracy and attention to detail in managing financial records, budgets, and reports.
• Efficiency in managing office operations and ensuring all administrative functions are completed smoothly.
• Ability to manage the CEO’s personal tasks and professional responsibilities with minimal oversight.

Compensation:

• Competitive salary commensurate with experience.
• Benefits package, including health insurance and professional development opportunities.

This role is crucial for the efficient management of administrative, financial, and personal tasks within the company. The Admin and Finance Officer / PA will support the CEO in ensuring smooth business operations while contributing to the overall financial and operational success of the company.