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Executive Personal Assistant

4 months ago

Sandton, South Africa Bidvest Bank Full time

Primary Purpose

The successful incumbent will provide an effective and efficient support service to the allocated executive/s, and contributing to divisional effectiveness

and client satisfaction.

Minimum Requirements

Qualifications:

  • Diploma in Administration or equivalent
  • Project Management Certificate (ideal)
Experience

  • Min 5 years' experience in an Executive
Assistant role

  • 1 2 years' experience in successfully
managing projects

Duties and Responsibilities include but not limited to**:

Executive Assistance

  • Deal effectively with telephone calls, queries, messages and receive and direct internal and external clients/visitors appropriately
  • Organise and maintain diaries and ensure that appointments are communicated and confirmed with relevant internal and external parties
  • Attend to meetings, interviews and divisions' administrative requirements, such as preparation of reports, documents; presentations; venues, refreshments, access authorisations and equipment requirements
  • Provide general secretarial/ administrative support to the Executive/s
  • Attend to general secretarial/administrative duties for the divisions such as sorting of incoming mail, ordering and managing stationery, refreshments, cartridges, business cards and stamps; distributing quarterly publications (i.e. outlook magazine); managing departmental keys, and any other appropriate secretarial/administrative function as required
  • Arrange travel and accommodation efficiently
  • Manage relevant registers, such as asset registers, 3G access and allocation list, internal contact list
  • Assist with onboarding of new employees by arranging computer access, telephone access, parking, working station/office, stationery for new staff, and schedule meetings with relevant stakeholders as part of their orientation
  • Align own behaviour with the organization culture and values
  • Ensure achievement of own performance objectives
  • Actively participate in own professional development and career path
  • Identify potential interdepartmental problems and escalate them to higher levels
  • Engage regularly with team or group problemsolving
  • Manager areas of critical compliance and actively manage nonconformance
  • Ensure the work environment enables employees to "live" the organization culture and values
  • Attend relevant meetings and take minutes where required

Project Management

  • Responsible for supporting efficient coordination and completion of projects across
division

  • Responsible for providing insights and conducting research for all product and operational details
  • Responsible for supporting the prioritisation and reprioritisation of all projects
  • Responsible for ensuring crossdepartment projects and tasks are communicated and completed efficiently
  • Responsible for marketing operations tasks such as setting up and maintaining Gannt charts, Trello boards, reports and trackers
  • Using technology to assist in the efficient projectmanagement for EXCO
  • Supporting the Project Managers with checking briefs and manage end to end lifecycle of projects
  • Assist with filemanagement and workflow optimisations
  • Production of daily, weekly and monthly status reports or attendance at standup meetings as required

Finance Management

  • Arrange payments of invoices and maintain records and monitor the relevant budgets
  • Complete monthly claims submitted by execs for travel, phone and other expenses
  • Manage petrol and corporate card budgets for all staff members
  • Establish, align and manage target and budget goals whilst ensuring effective control
of costs for a range of functional areas to increase cost efficiency Marketing and Communication

  • Help formulate digital strategies for division/ department
  • Drafting and compiling content for the quarterly newsletter and other communication
  • Organization of all staff events and team building events of large groups
  • Maintain accurate system of input information and client data for mailers where required

Customer Service

  • Participate in the negotiation of internal service level agreements with other business areas
  • Actively share information with other team members, regarding successes, issues, trends and ideas
  • Ensure satisfactory customer service is provided to internal and external customers
  • Develop and encourage strong teamwork
  • Collaborate and work with the divisional teams to ensure required service levels are delivered
  • This position is advertised in line with our commitment to Employment Equity._