Personal Assistant at Development Bank of Southern Africa (DBSA)

Job description

Job Summary

To provide an efficient and responsive personal assistance and/or administrative organisational and logistical service to the division by helping the Chief Risk Officer to manage and prioritise his or her time while maintaining good relationships with key stakeholders to the office.

Key Responsibilities

• Drafting correspondence on behalf of the Chief Risk Officer whilst ensuring quality control on all documentation.
• Maintain and manage the diary of the Chief Risk Officer, schedule appointments, arrange meetings, collect visitors from reception and organise logistics.
• Receiving, reading, monitoring and responding to e-mails.
• Attend general queries made to the Chief Risk Office, answer calls and handling of telephonic queries.
• Ensuring appropriate messages are taken and responded to.
• Responsible for document flow in and out of the office of the Chief Risk Officer.
• Managing and reviewing of filing and other office systems to ensure optimal documentation retrieval and storage
• Liaison with all levels of DBSA employees as well as external clients/contacts, managing the electronic diary including keeping the Chief Risk Officer informed updated as to all diary changes.
• Keep abreast with the bank’s business conducted by the Chief Risk Officer sufficiently to enter into a pro-active correspondence with stakeholders and thereby maintain communications across a number of fronts to alleviate the Chief Risk Officer from such involvement .
• Organising and documenting complex travel itineraries including confirmation of all relevant bookings both nationally and/or internationally.
• Processing all claims upon return from trips in terms of the prevailing S & T procedures/policy.
• Ensuring an adequate level of stationery is maintained at all times (utilisation of the SAP procurement system).
• Act as a back-up and/or support to the Executive Co-ordinator.
• Administration of the Chief Risk Officer’s direct report leave on his or her behalf

Expertise & Technical Competencies

• An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification
• A minimum of 10 years secretarial or similar working experience of which 5 years should be at senior management level
• Experience of successfully working with Senior Management (essential)
• Proficient with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook)..

Desirable Requirements

• Knowledge of efficient and effective office procedures
• Extensive knowledge of standard secretarial practices and procedures