Executive Assistant at Absa South Africa

Job Summary

• Provide comprehensive administrative and secretarial support to executives by effectively managing schedules, performing a wide variety of responsible, complex, and confidential duties.
• This role requires a high degree of professional independence, initiative, and self-discipline.

Job Description

Administrative and Secretarial Support:

• Manage executive diaries and schedules to ensure effective time management.
• Coordinate and manage all team logistics, including travel (liaise with the in-house travel agent to do travel bookings for team members for domestic and international trips and follow the required travel approval process), meetings, and catering.
• Prepare agendas for meetings, take and distribute minutes, and ensure approval by the meeting chair.
• Maintain organized electronic filing systems for team documentation. Maintain confidential files, including client and employee records (where necessary).
• Process invoices and manage expenses (where necessary).
• Order and manage office supplies and equipment.
• Draft, type, and format correspondence, management reports, and other documents as requested by the line manager or team members.

Financial, Office & Team Administration:

• Coordinate and manage all invoicing, payments, and expenses across the COO Function.
• Track and manage all incoming and outgoing payments and receipts.
• Ensure compliance with organization policies and procedures.
• Implement, monitor, and maintain document management systems and processes.

Event Administration:

• Provide project administration support for large events and meetings.
• Coordinate and manage logistics for meetings and events, including venue setup, décor, invitations, and planning.
• Interact with internal and external stakeholders to arrange venues, equipment, and refreshments.

Communication:

• Manage the administration of integrated communication and change plans across the business area.
• Prepare confidential reports, responses, and presentations.
• Support communication requirements across the team, including new announcements and change management activities.

Stakeholder & Team Management:

• Identify and escalate critical stakeholder and team queries and resolutions.
• Track and monitor critical stakeholder and team requests, issues, and concerns.

Competencies:

• Organization skills
• Time Management
• Attention to detail
• Excellent written and verbal communication
• Problem-solving ability
• Technical Proficiency
• Maintain Confidentiality
• Maintain Professionalism and Reliability
• Teamwork and Collaboration

Skills:

• Proficiency in Microsoft Office, including Word, PowerPoint, Outlook, and Excel.
• Organizational coordination and scheduling skills.
• Office Management and Communication.
• Customer Service.

Experience and Qualifications:

• 7 to 10 years experience providing support to executives within banking or audit firm environments (minimum)
• Diploma in Business Administration or Office Management
• Bachelor's Degree in Business Administration (preferred)

Education

• Bachelor`s Degrees and Advanced Diplomas: Business, Commerce and Management Studies (Required)

End Date: July 5, 2025