Executive Assistant to MD at Land Bank Careers

MAIN PURPOSE OF THE JOB

• Tprovide professional secretarial and office support/administration services including diary management tthe office of Chief Executive Officer (CEO) / Chief Financial Officer (CFO) / Managing Director (MD).  Facilitate operational efficiency and assist the CE/ CF/ MD tachieve strategic objectives. Tmanage the administrative requirements of the office of the CE/CFand assist with scheduling, planning and coordinating all Divisional activities

Key Performance Areas    

Secretarial Support

• Organise MD diary, schedule appointments and ensure there are nconflicting appointments in the diary
• Telephone response – receive telephone calls, organise and prioritise calls, re-route or assist callers
• Co-ordinate and arrange MD’s business trips and ensure itinerary is made available tMD prior ttrips

Stakeholder and Meeting Management

• Co-ordinate internal and external meeting requests:
• Liaise with Government departments i.e. National Treasury/DAFF/DRDLR, Board members, International affiliates such as World Economic Forum, IMF, SADC and DFI’s.
• Manage complex executive calendars scheduling by and planning for various meetings and conference calls
• Prepare meeting documentation and background information for the MD prior tthe meetings
• Prepare and distributes the agenda and documents for meetings in consultation with the
• Source appropriate venues and manage bookings

Receive visitors for the MD

• Arrange visitors parking prior tarrival
• Meet and greet visitors and offer refreshments
• Ensure visitors have registered at reception on arrival
• Distribute all necessary documentation tthe visitor prior tthe meeting
• Co-ordinate all internal attendees for the meeting.

Scheduling, Planning and Coordinating Divisional Activities

• Develop and manage relationships with other Divisions
• Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
• Distribute correspondence in and out from the office of the MD
• Co-ordinate / Manage Divisional special projects
• Management, monitoring and updating of Divisional risk register tensure business continuity in support of the Business Coordinator / Manager where applicable
• Assist the MD tprepare presentations when required
• Monitor that all leave requests for all the MD’s direct reports, are approved

Administration of Correspondence and Documentation

• Register on receipt of hard copy documents and distribute accordingly
• Ensures all documentation is kept in a safe and secure environment and that archives are indexed
• Creates and maintains an effective filling system
• Ensures accurate record keeping and relevant database input
• Maintain files, records and document retention and destruction in the MD’s office
• Provide documentation trequestors in accordance with the document management policy and procedure when requested
• Manage records of declaration of interest, leave and gift registers

Facilitate Events

• Receive a request for the facilitation of a conference or strategic session; or
• A conference or strategic session is arranged in accordance with the annual schedule
• Filter requests for engagements and determine relevance for referral tthe MD
• Analyse the objectives of the event tdetermine the best approach tbe utilised; or

Secure the appropriate resources in accordance with the nature of the intervention

• Venue
• Accommodation
• Transport
• Facilitator
• Dietary requirements
• Refreshments
• Equipment
• Compile the event material in accordance with the objectives and requests; or
• Obtain/procure the material from the relevant source/provider
• Type pre-event material as directed by the Business Manager / Coordinator as applicable and distribute tthe attendants prior tthe event
• Evaluate the intervention tensure that the quality management objectives are achieved
• Inform the relevant role players of the outcome of the event
• Document the results of the event for future reference purposes
• Facilitate events in accordance with policies, procedures, and legal requirements
• Conclude facilitation actions within the allocated upon time frames

Research

• Research information as required by MD using variety of sources
• Develop presentations for the MD based on research conducted
• Perform any other research tasks as may be required by the manager
• Assist the MD with special projects as and when they arise

Performance Administration

• Ensure performance agreements are signed for all direct reports within stipulated time frames
• Schedule coaching and performance review dates for the year in advance
• Prepare file for each of the Executive Managers
• Ensure all relevant evidence / means of verification is included in files
• Follow up with Executive Managers where necessary

Budget Monitoring

• Monitors expenditure against budget
• Track department expenses and report variances tthe MD
• Support the Division in co-coordinating expenses
• Keeps a register of payments made
• Process invoice payments on the SAP systems
• Preferred Minimum Education and Experience    Post matric qualification / Diploma in Office administration or Secretarial
• 3-5 years experience as a Personal Assistant for an Executive Manager / CE/ CF/ MD
• 1-2 years experience as Personal Assistant

Critical Competencies    

• Policies and Procedures
• Document Management
• Legislation
• Microsoft Office
• Project Co-ordination
• Additional Requirements    Required tbe flexible with working hours
• Extended hours as and when required
• Travel as and when required