Personal Assistant at Standard Bank Group

JOB PURPOSE

To provide end-to-end secretarial support to an Executive(s) by acting as the first point of contact to ensure all administrative requirements are handled within the required timeframes and standards.

Key Responsibilities
People

• Take meeting minutes, where required, obtain sign-off of minutes by the meeting Chair, distribute minutes to all relevant stakeholders and follow-up on key action items.
• Oversee, with support from People & Culture, the on-boarding and off-boarding of direct reports within the Executive's team to ensure the successful transition of resources as per agreed processes and standards.
• Develop the leave plan for the year, approve leave and payroll items for the Executives subordinates.
• Respond or redirect staff, customer or other stakeholder issues relevant to the Executive and follow-up on closure or resolution of issues.

Risk, Regulatory, Prudential & Compliance

• Maintain Gift and Asset Registers for the Executive's Office for the purposes of cost control and meeting compliance requirements.

People

• Provide proactive management of an Executive's diary, independently scheduling appointments where necessary and referring to the Executive on the prioritisation of appointments, therefore assisting in the management of their workload.
• Co-ordinate the end-to-end organisation of meetings by ensuring required attendees are available, all logistics and accesses are arranged, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently.
• Co-ordinate and arrange all travel requirements, documents, plans and itineraries for an Executive/s by liaising with an approved travel agent in order to provide suitable travel options to the manager for their approval.

Financial Management

• Compile and review expense claims of the executive's direct reports, highlight key concerns and present to the executive for approval.

People

• View the Executive's incoming mail on an ongoing basis. Flag items that need personal attention and direct selected emails to the Executive's direct reports or other departments for resolution.
• Compile meeting packs and presentations, including the printing and binding, to be distributed prior to meetings.
• Prepare records and documentation such as agendas, notices, minutes and resolutions for corporate meetings.
• Type out communications, speeches, articles, briefings and project proposals, board papers, agendas, reports and other documents, as requested, to be distributed in the business within the required deadlines.

Data

• Maintain staff or client files on behalf of the executive to ensure the information is accessible as required and only to authorised individuals.

People

• Order stationery for the department, control stationery stock and proactively order high usage items to ensure all requirements are available to staff when needed.

Physical Infrastructure

• Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams.

Client

• Co-ordinate events or conferences by arranging for facilities and caterer, issuing information or invitations and coordinating speakers.

Financial Management

• Participate in corporate social investment identifying possible causes and participating in associated events.

Experience Required
Business Support

• Secretarial Services
• Experience Required: 5-7 years
• Experience in all aspects of supporting a senior persons in the management of their office or administrative requirements.

Minimum Qualifications

• Type of Qualification: Diploma
• Field of Study: Office Administration