Personal Assistant at Absa

Job Summary

To deliver Personal Assistant duties and administrative support services to Managing Executive of the Investment Cluster through the execution of predefined objectives as per agreed standard operating procedures,

Job Description

Accountability: Diary, Meetings, Events and Travel Management

• Manage the diary of the Managing Executive, in an efficient manner by using Outlook, to set up meetings requested by the Managing Executive or to accept meetings requested by others where the managers presence is needed.

• Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting. Where possible, resolve issues independently but where needed escalate any concerns and issues to the manager

• Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser.

• Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference.

• Liaise with the in-house travel agency to make the travel bookings for any domestic and international trips the manager is required to make and in so doing ensure adherence to the required travel approval process.

• When requested to by the Managing Executive, attend in meetings in order to take the minutes of the meetings. Ensure that the minutes are typed, approved by the meeting chair and distributed to the relevant parties within the agreed time.

• Arrange any venues and catering for any meeting, as requested by the Managing Executive, and obtain the managers approval on any orders prior to placing them with the suppliers.

Accountability: Inbox and Email Management

• Assist manager by being aware of the content for their emails by screen incoming emails and where possible redirecting the email to the relevant direct reports to assist with the query. Follow up for feedback with these individuals, where necessary.

• Create an online filling system to assist the manager with work prioritisation. File all emails which have already been dealt with, into the correct online folder, and bring the pending emails to his/her attention.

Accountability: General Administrative Support

• Acts as the first point of contact for the Managing Executive by answering/screening and/or redirecting the telephone calls received in a professional and efficient manner.

• Assist visitors by directing them to the correct venue or person that they are looking for or by singing for the package/documentation that is being delivered.

• Assist with any typing and preparation of Word, Excel, and PowerPoint documentation needed by line manager.

• Set up and maintain a well-ordered filing/retrieval system to store all printed documents away in a secure place e.g., a locked cabinet/office.

• Take charge of general office administration including ordering of stationery and groceries, restocking printers etc. Ensure that adequate reserve stock is ordered.

•  Enforce company policy in terms of procedures including travel, cell phone, expense claims etc. (i.e. responsible for controlling signatures, taking policy into account, urgency and effecting timeout forwarding of documents).

• Retrieve bank property e.g. Cellphones, 3G cards, laptops, access cards etc., from the direct reports, of the manager, who leave the bank and return to the relevant parties.

•  Assist with any general administration e.g. photocopying, scanning, document binding

• etc. that line manager requires.

Accountability: Account and cost maintenance

• Based on requests from the Managing Executive, request quotes from approved suppliers and generate purchase orders

• Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.

• Obtain sign off on invoices from the cost centre owner and submit to accounts payable for payment. Follow up with accounts payable when vendors advise that they have not been paid.

•  On a monthly basis, review entries passed against the department's cost centre.

• Investigate and resolve any unknown entries with the Accounts Payable department.

• On a monthly basis, request team members to submit supporting invoices for

• corporate credit card expenses. Complete the reconciliations obtain the individuals signoff and submit for processing.

• On a monthly basis request cost centre reports from Finance. Check the budget run rate and highlight all over and under-spent items to the cost centre manager.

Education

Further Education and Training Certificate (FETC): Office Administration (Required)

Absa Bank Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998, preference will be given to suitable candidates from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile and add to the diversity of the Bank.

Absa Bank Limited reserves the right not to make an appointment to the post as advertised