Executive Personal Assistant to Group Managing Executive (Nedbank Wealth) at Nedbank

Job Purpose
To perform a supporting role to the Group Managing Executive by executing; organising and co-ordinating all personal assistant functions to optimise time management; thereby ensuring the Executives efficiency and effectiveness.

Job Responsibilities

• Maintain discretion and confidentiality at all times by adhering to the Nedbank values.
• Build trust by maintaining integrity and open communication.
• Manage the Executive's diary effectively to optimise his/her time by taking due cognisance of business priorities when planning and organising events and meetings.
• Coordinate and manage meetings by ensuring meeting requests are correct, up to date, time is optimised and organise all catering arrangements.
• Book flight, car & hotel reservations, both local and international, by communicating with the travel agents, ordering forex and organising visas.
• Arrange detailed travel plans and itineraries by compiling documents for travel related meetings.
• Co-ordinate preparation for external events in terms of organising time, venue, information required, travelling time, speeches, RSVPs, etc.
• Manage queries/correspondence effectively  by ensuring that they are prioritised, escalated appropriately and resolved promptly by following up and closing off.
• Ensure all calls are answered timeously in a professional & friendly manner and are appropriately routed and screened.
• Manage records by capturing, screening and storing correspondence, data and responses.
• Develop documentation for the executive by ensuring that the document conforms to Nedbank standards.
• Minimise risk to the bank by adhering to policies and procedures.
• Ensure cost effective office management by managing resources and minimising waste.
• Perform general administrative functions and manage office administration as required.
• Build collaborative relationships with internal and external stakeholders through effective and open communication and building rapport.
• Reconcile expenses on return of executives by completing the relevant spreadsheets.
• Keep abreast of legislation and other industry changes that impacts on role by reading the relevant newsletters, websites and attending sessions.
• Understand and embrace the Nedbank vision and demonstrate the values through interaction with team and stakeholders.
• Keep abreast of relevant developments/events in stakeholders personal lives by acknowledging and responding appropriately (e.g. sending flowers)
• Project the correct image to internal and external stakeholders by maintaining a professional image at all times.
• Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from managers.
• Ensure personal growth and enable effectiveness in performance of roles and responsibilities by ensuring all learning activities are completed, experience practiced and certifications obtained and/or maintained within specified time frames.
• Ensure information is provided correctly to stakeholders by maintaining knowledge  & sharing knowledge with the team.
• Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank Culture building initiatives.
• Participate and support corporate social responsibility initiatives for the achievement of key business strategies.
• Identify and recommend opportunities to enhance processes, systems and policies and support implementation of new processes, policies and systems.

People Specification

• Essential Qualifications - NQF Level
• Matric / Grade 12 / National Senior Certificate
• Diploma

Preferred Qualification
Business related Diploma (focus on arranging ad hoc events/EQ/SQ)

Type of Exposure

• Comparing two or more sets of information" "Working with a group to identify alternative solutions to a problem
• Completing various administrative duties (e.g. answering phones; electronic filing)
• Managing conflict situations
• Sharing information in different ways to increase internal stakeholders understanding
• Communicating internally and external
• Tracking cost against a budget
• Diary management
• Local and international travel arrangements
• Attending to Executives' personal matters with confidentiality
• Capturing data
• Checking accuracy of reports and records
• Drafting reports
• Building and maintaining effective relationships with internal and external stakeholder
• Managing customer expectations
• Interacting with diverse people
• Interacting with external clients and stakeholders
• Working in a fast-paced environment
• Working in a team
• Working with spread sheets
• Multi-tasking and prioritising
• Planning; organising and troubleshooting

Minimum Experience Level
5 years experience as senior personal assistant

Technical / Professional Knowledge

• Microsoft Office
• Relevant Nedbank Human Resources policies and practices
• Business writing skills
• Relevant regulatory knowledge
• Nedbank policies and procedures
• Nedbank vision and strategy
• Nedbank culture
• Cluster Specific Operational Knowledge
• Business principles
• Business terms and definitions
• Governance, Risk and Controls
• Administrative procedures and systems
• Data analysis
• Relevant software and systems knowledge
• Banking knowledge
• Banking procedures
• minutes taking
• Events Management

Behavioural Competencies

• Communication
• Energy
• Initiating Action
• Stress Tolerance
• Work Standards
• Planning and Organizing