Personal Assistant to Financial Director at Al Baraka Bank South Africa

MAIN FUNCTIONS OF THE JOB

Personal Assistant

• Maintains diary and schedules appointments for the Financial Director.
• Screens all incoming calls as and when required and ensures messages left are given to the Financial Director within agreed time frames.
• Drafts emails on behalf of the Financial Director.
• Undertakes for scanning, emailing and filing of confidential information.
• Assists in compiling material and prepares PowerPoint presentations as required from time to time.
• Coordinates all travelling arrangements for Financial Director.
• Obtains signatures from the Financial Director on behalf of various departments within Head Office
• Coordinates meetings for Financial Director via Teleconference and videoconference.
• Undertakes for queries made by Financial Director and ensures feedback is provided.
• Provides support to reporting departments as per approval from the Financial Director.
• Assists with tasks that make the Financial Directors Office more efficient.

 Administration

• Forwards emails to managers reporting to the Financial Director requesting Executive Committee (EXCO) reports and thereafter summarizes for the Finance Directors Executive Committee (EXCO) report.
• Uploads EXCO reports prepared by Managers reporting to the Financial Director on the relevant electronic platforms.
• Compiles meeting packs for meetings Chaired by the Financial Director including but not limited to Information Technology, Finance and Projects Committees.
• Takes minutes at meetings as indicated above.
• Orders stationery for the Financial Director as and when required.
• Completes gift register for the Financial Director.
• Prepares payment requisitions relevant to the Financial Directors office.
• Obtains submissions from reporting departments for Board, Audit, Risk, Social and Ethics for Committee meetings.
• Attends to the updating of the agenda and matters arising items on the Microsoft Teams Boards in preparation for the monthly meetings held with Financial Director and each reporting manager.
• Attends to the updating of the agenda and matters arising items on the Financial Directors MANCO Microsoft Teams Boards.

Relief Duties

• Serves as a personal assistant to the Executive Office as and when required.

Requirements

QUALIFICATIONS

•  A Certificate of Relevant qualifications in Secretarial/ Administration will be required in order to meet the requirements of the role at the highest level of competence.

PREFERRED EXPERIENCE

• A minimum of 4-5 years’ experience as a Secretary / Personal Assistant
• Previous working experience in a Banking/ Corporate environment would be advantageous.