![DBSA](https://media.trabajo.org/img/noimg.jpg)
Personal Assistant to Cfo
1 week ago
Key Responsibilities:
Administrative Support
- Work with the Group Executive to support the planning and execution of daytoday work functions and key deliverables and ensure communication to all parties.
- Liaise with all levels of DBSA employees as well as external clients/ contacts, managing the diary including keeping all parties informed and updated on all diary changes.
- Draft and edit all communication (letters, routine correspondence) from the Office of the CFO to ensure quality control and seek approval.
- Provide inputs, review and quality assurance of all documents and reports.
- Prepare necessary meeting packs and support for engagements as requested by the Executive.
- Act as the point of contact between the manager and internal/external clients:
- Screen and direct phone calls and distribute correspondence.
- Attend general queries made to the office, answer calls and handle telephonic queries.
- Ensuring appropriate messages are taken and responded to.
- Responsible for document flow in and out of the office.
- Organise and make arrangements for meetings:
- Send out meeting invites and provide details to invitees.
- Book meeting rooms, conference rooms and venues as required for each meeting.
- Ensure there are refreshments and catering where applicable.
- Arrange meetings, collect visitors from reception and organise logistics.
- Distribute agendas, meeting packs and documents before the meeting.
- Provide secretariat support in key meetings and interactions to ensure the recording of decisions and followup.
- Keep abreast with the Bank's business conducted by the division, to provide broad responses and correspondence with stakeholders and maintain communication across several stakeholder groups.
- Administer leave requests and other processes to assist with administrative processes.
- Organise and document travel itineraries including confirmation of all relevant bookings both nationally and/or internationally.
- Process all claims upon return from trips in terms of the prevailing subsistence and travel procedures/policy.
- Act as a backup and/or support to the Executive Coordinator.
- Manage and review filing and other office systems to ensure optimal documentation retrieval and storage.
- Monitor that the Executive's office is appropriately resourced with daily consumables and ensure an adequate level of stationery is always maintained (utilisation of the SAP procurement system).
- Undertake other tasks as assigned from time to time.
- Administrative effectiveness and efficiencies in the office.
- Diary management and scheduling of appointments.
- Accurate and timeous travel arrangements.
Expertise & Technical Competencies:
Minimum Requirements
- An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification.
- A minimum of 10 years' experience as a Personal Assistant or similar working experience of which 5 years must be supporting a senior management position.
- Experience in successfully working with Senior Management (essential).
- Proficient with Microsoft Office (MS Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, and MS Outlook).
- Microsoft Teams and/or any online conference tools.
- Online board pack platforms.
- Knowledge of efficient and effective office procedures.
- Extensive knowledge of standard secretarial practices and procedures.
TECHNICAL COMPETENCIES
Written communication
- Understands that different writing styles are required for different documents or audiences.
- Write effective correspondence, prepare questions and reports, statements of circumstance and briefing notes.
- Reviews others' documents for clarity and impact.
- Has a solid mastery of writing principles such as grammar, sentence construction etc.
- Can reinforce key presentation points with examples.
- Is able to translate technical terminology into language understandable to the audience.
- Has insight into the audience's behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.
- Designs / customizes reports to meet user needs.
- Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
- Keeps standard reports under review and proposes improvements to meet user needs.
- Is relied on to help others plan and organise their workload.
- Uses effectively advance time management processes to deal with high workload and tight deadlines.
- Organises, prioritises and schedules tasks so they can be performed within budget and with the effici
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