Personal Assistant CXT at Investec

Description

• To provide high-level  support to senior leadership, ensuring seamless coordination of schedules, communications, and operational logistics. This role is pivotal in enabling the CIO and their team to focus on strategic priorities by managing administrative, interpersonal, and project-related responsibilities with discretion and efficiency.

Required Skills and Competencies

• Exceptional calendar and inbox management
• Strong written and verbal communication
• High emotional intelligence and discretion
• Proficiency in Microsoft Office Suite and Microsoft Teams
• Ability to manage multiple stakeholders and competing priorities
• Strong organizational and time management skills
• Event coordination and logistics planning
• Travel coordination and bookings > flights, hotels, visas, etc.
• Minute-taking and action tracking
• Familiarity with internal systems such as ServiceNow, SharePoint, and Confluence is advantageous
• Familiarity with AI tools such as Microsoft Copilot or ChatGPT to streamline administrative tasks
• Ability to leverage AI for scheduling, drafting communications, and summarizing meeting content

Experience

• Minimum 3-5 years in a senior Personal Assistant role
• Experience supporting C-suite or senior leadership in a corporate environment
• Exposure to technology, digital, or financial services sectors preferred
• Proven track record of managing confidential information and sensitive communications
• Experience managing offsite and events preferred. 

Personal Attributes

• Proactive and solutions-oriented
• Calm under pressure and adaptable to change
• Professional, polished, and personable
• Collaborative team player with a service mindset
• Strong attention to detail and follow-through
• Confident within themselves and their work

 Job Description: Duties and Responsibilities

 Support

• Manage complex calendars for multiple members of leadership, including scheduling across time zones, prioritizing meetings, and resolving conflicts
• Coordinate internal and external meetings, including Manco, Leadership, Stakeholders, Vendors, and team sessions
• Prepare agendas, take minutes, and track follow-ups for key meetings
• Attend Leadership meetings
• Book and organise travel for CXT

Communication and Liaison

• Act as the first point of contact for internal and external stakeholders
• Draft and manage communications on behalf of executives, including meeting invitations, updates, and follow-ups
• Liaise with top collaborators including Leadership as well as other Personal Assistants across the Bank

Operational Coordination

• Organize and manage events such as social events within the team as well as team offsites
• Maintain and update team rosters and operational roles
• Support onboarding and knowledge-sharing for new hires and assistants

Document Management

• Assist with the preparation and distribution of reports, presentations, and internal communications
• Maintain and update organizational charts and team structures 
• Track and follow up on action items from leadership and project meetings