Office Co-ordinator at Nedbank

Job Purpose

• To perform a supporting role to the Executive(s) by executing: organising and co-ordinating all personal assistant functions to optimise time management, thereby ensuring Executives efficiency and effectiveness. 

Job Responsibilities

• Reconcile expenses on return on executives by completing the relevant spreadsheet 
• Arrange detailed travel plans and itineraries by compiling documents for travel related meetings
• Coordinate preparation for external events in terms of organising time, venue, information required, travelling time, speeches, RSVPs, etc. 
• Ensure cost effective office management by managing resources and minimising waste 
• Build collaborative relationships with internal and external stakeholders through effective and open communication and building rapport
• Build trust by maintaining integrity and open communication 
• Keep abreast of relevant developments/events in stakeholders personal life by acknowledging and responding appropriately (e.g sending flowers. etc.)
• Manage the Executives diaries effectively to optimise time by taking due cognisance of business priorities when planning and orgainising events and meetings 
• Book flight, car and hotel reservations both locally and internationally, by communicating with travel agents, ordering forex and organising visas
• Coordinate and manage meetings by ensuring meeting requests are correct and up to date, time is optimised and organise all catering 
• Manage records by capturing, screening and storing correspondence, data and responses
• Perform general administrative functions and manage office administration as required
• Develop documentation for the executive by ensuring that the document conforms to Nedbank standards
• Maintain discreet and confidentiality at all times by adhering to the Nedbank values
• Minimise risk to the bank by adhering to the policies and procedures

Job Responsibilities Continue

• Ensure all calls are answered timeously in a professional and friendly manner and are appropriately routed and screened
• Project the correct image to internal and external stakeholders by maintaining a professional image at all times
• Manage ad hoc queries/correspondence effectively by ensuring that they are prioritised, escalated appropriately and resolved promptly by following up and closing off 
• Keep abreast of legislation and other industry changes that impacts on the 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 
• Improving 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 frame 
• Ensure information is provided correctly to stakeholders by maintaining knowledge and sharing knowledge with the team 
• Contribute to a culture conductive 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

Preferred Qualification

• Diploma: Financial Management / Diploma in Business Administration

Essential Certifications

Preferred Certifications

Minimum Experience Level

• 5 years' experience as a Senior Personal Assistant