Executive Personal Assistant at WesBank

Job Description

The Executive Personal Assistant provides administrative support to Executives and assists with general Business Area administration. The incumbent provides diary and meeting management and handles all travel arrangements for members of the Executive Team.

• Responsible for administering executive accounts and budgets
• Manage invoices, expenses and payments
• Manage operational guest relations by liaising and negotiating with senior stakeholders internally and externally, receive and manage VIP guests and providing effective day-to-day operational delivery of services to ensure compliance with corporate policies, procedures and operating standards
• Prioritize and draft correspondence and documentation including minutes, agendas, meeting actions, project notes, PowerPoint presentations and other administration procedures for meetings and other gatherings that involve the Executive.
• Keep the Executive informed of various activities within and outside the Group through effective networking and building business relations
• Resolve all customer queries efficiently, and within agreed timelines.
• Provide effective communications and relationships with internal and external contacts, ensuring that messages and relations contribute positively to the Company’s reputation and credibility and are coherent and consistent, in line with the Company’s strategies, policy objectives and legal obligations.
• Provide executive support to the Executive in ensuring compliance with the Company’s values and preferred behaviors, its corporate standards and policies and its legal obligations. Provide a full range of personal administration support to Executive, filtering, prioritizing-routing, drafting and responding to correspondence verbally or in writing on behalf of the Executive using clear judgement and political sensitivity.
• Undertake projects, research, assignments, budget management, administration procedures, processes and activities, including production of documents, reports and financial information for the Executive as allocated.
• Attending Exco, Stratco and other meetings and preparing strategy documents, presentation material and briefing documents, minutes and agenda as required
• Manage the provision and dissemination of confidential and sensitive information to and from the Executive’s office, including drafting, analyzing and distributing sensitive high-level information at senior levels for action and decision making.
• Manage own development to increase own competencies
• Manage complex diary appointments and assist with allocating the Executive’s time appropriately, and screen all telephone calls, enquiries and requests, and responding to them appropriately
• Manage travel arrangements for Executive, as allocated, including transport, accommodation, meals, visa applications, and allocation of travel time, both for national and international travel
• Co-ordinate events and business continuity, ensuring that allocated programmes of work and responsibilities are delivered effectively to time, to standard and to budget, with both internal and external partners, and acting as a key point of contact for advice and support to others in the business.
• Manage executive staff and related functions, as required, including coordinating cover arrangements, and the production of administrative work
• Observe and apply diplomatic protocol while maintaining complete confidentiality
• Deal with sensitive and/or political issues with tact and discretion
• Maintain high degree of personal and professional integrity
• Cope with high volumes of work, varying workloads and interruptions and be able to work extended hours when required