Personal Assistant at RMB - Rand Merchant Bank

Job Description

• To provide comprehensive administrative and secretarial support to the relevant line managers by managing day-to-day operations, including scheduling, document preparation, and client interaction, to ensure the manager's/leader’s time is effectively utilised. Act as a key liaison between the managers and both internal and external stakeholders, ensuring seamless communication and efficient handling of administrative tasks. Leverage strong organisational skills, the ability to manage confidential information, and the capacity to anticipate the needs of the manager in a high-pressure, fast-paced environment.
• Coordinate the line manager’s calendar, scheduling meetings, and appointments to optimise time management and ensure all commitments are met efficiently.
• Responsible for the administration of vendor management processes for the area of responsibility including the following activities:  Request Management, Invoice Processing, Reconciliation of vendor finances
• Prepare agendas, presentations, and reports for internal and external meetings, ensuring the manager is well-prepared with all necessary materials in advance.
• Organise domestic and international travel plans, including booking flights, accommodation, and ground transportation, ensuring compliance with company policies and budgetary constraints.
• Maintain and organise electronic filing systems for critical business documents, ensuring that all records are easily accessible and up to date.
• Draft, review, and distribute professional emails, letters, and other correspondence on behalf of the manager to internal and external stakeholders.
• Serve as the first point of contact for clients and stakeholders, managing relationships professionally and ensuring queries are directed to the appropriate channels.
• Process and reconcile the manager's expense claims, ensuring adherence to company policies and timely submission of required documentation.
• Plan and manage logistics for team and client events, including booking venues, catering, and coordinating all necessary event materials and presentations.
• Compile and distribute regular reports on business performance, project updates, and other relevant data to ensure the manager has clear visibility of ongoing activities.
• Manage sensitive business and personal information with the utmost confidentiality, ensuring data protection and compliance with legal and ethical standards.
• Assist in the prioritisation of tasks and projects, ensuring urgent items are addressed promptly while maintaining attention to routine tasks.
• Leverage FirstRand Group capabilities to take advantage of opportunities that will benefit the business area.
• Take part in special projects within the ambit of the business area and remain appraised of all developments so that the relevant support can be rendered to the various teams/individual professionals/line managers.
• Liaise with various internal departments to ensure smooth collaboration and coordination on business projects, tracking progress and updating the manager as needed.
• Maintain records of the manager’s activities, deadlines, and follow-ups, ensuring that no critical tasks are overlooked and that deadlines are consistently met.
• Provide administrative support for special projects, including compiling research, creating spreadsheets, and assisting with the project’s overall coordination.
• Attend key meetings and record minutes, highlighting action items and ensuring timely follow-up on deliverables from various stakeholders.
• Work collaboratively with team members and other departments to ensure smooth and efficient operations, fostering a cooperative and supportive work environment.
• Contribute to a high-performance culture by consistently meeting deadlines, demonstrating initiative, and maintaining a professional and proactive approach to tasks.
• Use initiative to anticipate the manager’s needs and resolve administrative issues independently, escalating only when necessary.
• Demonstrate flexibility in adjusting to the changing demands of the role, including managing last-minute scheduling changes or urgent requests.