Personal Assistant - JHB at RMB - Rand Merchant Bank

Job Description

To provide a comprehensive and effective secretarial support role to the relevant managers and teams

​Stakeholder relationship management

• Build and maintain professional working relationships with all stakeholders, displaying excellent abilities to initiate dialogue, listen, advise, influence and negotiate to achieve win-win outcomes
• Initiate meetings with key stakeholders to track progress, manage expectations and ensure stakeholders’ requirements are delivered
• Preserves relationships despite airing conflicting views and seeks mutual gains when addressing conflicts
• Anticipates consequences and adapts problem solving based on continual feedback
• Act speedily to resolve problems, queries and complaints
• Adapt communication styles to meet the needs of different audiences

Diary management and coordination

• Schedule appointments for immediate managers and teams, ensure there are no diary clashes and that everyone knows where they need to be and when
• Co-ordinate refreshments, lunches, etc. for manager(s), teams, clients, workshops and events
• Plan ahead to schedule recurring events
• Screen and respond to both calls and emails, escalating to management where necessary
• Maintain confidentiality
• Demonstrate assertiveness when necessary when prioritizing demands, recognizing when situations require flexibility and sensitive handling
• Co-ordinate client-facing functions
• Co-ordinate staff functions

Travel coordination

• Co-ordinate all local and international travel arrangements for staff
• Plan ahead and ensure that Visas. Flights and accommodation are booked well in advance
• Assist the team in obtaining the relevant vaccinations and medications from the travel clinic when required
• Demonstrate assertiveness when necessary when prioritizing demands, recognizing when situations require flexibility and sensitive handling

Secretarial support

• Provide comprehensive secretarial services to manager(s) and team, including logging fault calls, printing, scanning, typing, graphic presentations and filing
• Draw up agendas and ensure they are effectively distributed
• Prepare and distribute relevant documentation
• Ensure all communications are clear, concise, complete, free of errors and delivered on time
• As per the updated distribution list, ensure relevant people receive management information within agreed deadlines
• Ensure files are kept in order and easily accessible
• Manage the team's generic presentation and bios and ensure that they are kept  updated

Office administration

• Support and assist business as required, for example
• Assisting the finance department with the processing of invoices and credit card expense claims
• Assisting with verification and authorisation of invoices
• Co-ordinating ordering of stationery, coffee, water, paper for the photocopies, newspaper subscriptions, etc
• Co-ordinating ordering refreshments for meetings
• Routing / escalating/resolving queries as required
• Assist Human Capital with the loading of mobile and data requirements for new employees

Management of ad hoc requests and projects

• As required, take responsibility for any request/project requested y management and/or the team