Personal assistant to the cro

To provide efficient and responsive administration, organising and coordination support and make all logistical arrangements for the Group Executive. Manage and prioritise tasks and meetings according to deadlines and schedules, while maintaining good relationships with key stakeholders in the office.

Key Responsibilities
Administrative Support Work with the Group Executive to support the planning and execution of day-to-day work functions, calendar 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 Executive 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 Group Executive. Act as the point of contact between the Group Executive and internal/external clients:
Screen and direct phone calls and distribute correspondence. Receiving, reading, monitoring and responding to e-mails, as and when required. Attend to general queries made to the Group Executive’s 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 of the Group Executive. 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, where applicable. Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up. Keep abreast with the Bank’s business conducted by the Risk 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, where required. Prepare and follow up on travel memo requests for approval of the Office of the CEO. Organise and document travel itineraries, including confirmation of all relevant bookings both nationally and/or internationally and all documentation, planning and coordinating of visa applications. 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 Co-ordinator. Manage and review filing and other office systems to ensure optimal documentation retrieval and storage. Monitor that the Group 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). Administrative and Operational Efficiencies Administer the document management system to secure/ store data and provide a platform for sharing division information. Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables. Management of the office with specific reference to the following: Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up; Draft and edit communication (letters, routine correspondence) as requested by the Group Executive for approval; and Provide inputs, review and quality assurance of all documents and reports. Facilitate the procurement of professional services and/or goods on behalf of the Group Executive by developing the relevant procurement documents and ensuring that procurement is performed according to the policy. Ensure administrative and procurement-related activities are performed in accordance with applicable DBSA policies, procedures and governance requirements. Assist with the processing of procurement requests in relation to the Office of the Executive. This includes the processing of purchase requests, purchase orders, service/goods receipts, and the submission of all relevant documents to Finance for payment. Stakeholder Engagements Serve as the first point of contact for the executive’s office, screening and prioritising communication. Send the correspondence to high-level stakeholders, including Ministers, CEOs and others on behalf of the Group Executive. Liaise with Procurement, Finance and service providers to ensure procurement requests, supporting documentation and payment processes are completed timeously and in line with applicable policies. Manage the engagements and communications with critical stakeholders, including Ministers and CEOs. Oversee the management of partnership agreements with, amongst others, key stakeholders, partners