Personal Assistant at Rand Merchant Bank

Job Description

• Build and maintain professional working relationships with all stakeholders, displaying excellent abilities to initiate dialogue, listen, advise, influence and negotiate to achieve win-win outcomes
• Initiate meetings with key stakeholders to track progress, manage expectations and ensure stakeholders’ requirements are delivered
• Preserves relationships despite airing conflicting views and seeks mutual gains when addressing conflicts
• Anticipates consequences and adapts problem solving based on continual feedback
• Act speedily to resolve problems, queries and complaints
• Adapt communication styles to meet the needs of different audiences

Diary management and co-ordination

• Schedule appointments for immediate managers and teams, ensure there are no diary clashes and that everyone knows where they need to be and when
• Co-ordinate all local and international travel arrangements for staff
• Co-ordinate refreshments, lunches, etc for manager(s), teams, clients, workshops and events
• Plan ahead to schedule recurring events
• Screen and respond to both calls and emails, escalating to management where necessary
• Maintain confidentiality
• Demonstrate assertiveness when necessary when prioritising demands, recognising when situations require flexibility and sensitive handling

Secretarial support

• Provide comprehensive secretarial services to manager(s) and team, including minute-taking, typing, graphic presentations and filing
• Draw up agendas and ensure they are effectively distributed
• Prepare and distribute board packs and other relevant documentation
• Ensure all communications are clear, concise, complete, free of errors and delivered on-time
• As per updated distribution list, ensure relevant people receive management information within agreed deadlines
• Ensure files are kept in order and easily accessible
• Facilities management for the area
• Take responsibility for the general maintenance and cleanliness of the floor and ensuring housekeeping standards are maintained:
• Ensure coffee and other machines are working and that globes are replaced
• Ensure toilets are working properly and that toilet stalls are properly cleaned and replenished
• Via correct reporting line, ensure housekeeping issues are efficiently resolved
• Co-ordinate the biannual fire drill
• As required, sit on OHS Committee and escalate / resolve issues as required

Office administration

• Support and assist business as required, for example:
• Assisting finance department with the processing of invoices and credit card expense claims
• Assisting with verification and authorisation of invoices
• Co-ordinating ordering of stationery, coffee, water, paper for the photocopies, newspaper subscriptions, etc
• Routing / escalating / resolving queries as required
• Assist Human Capital with the loading of mobile and data requirements for new employees

CRM and database management

• Update the database with all relevant client information
• Schedule client meetings through the CRM system
• Management of ad hoc requests and projects
• As required, take responsibility for any request / project requested by management and/or the team

Qualification and Experience:

• Matric and/or a secretarial diploma or relevant experience
• 2 - 5+ years’ office administration experience, depending on the level of the position

Competencies

• Problem Solving
• Drive for Results
• Building Relationships
• Verbal and Written Communication