Executive Personal Assistant

1 month 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 3 - 5 years' experience in an Executive

Assistant role
- 1 -2 years' experience in successfully

managing projects
**Duties and Responsibiliti**es 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 on-boarding 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 inter-departmental problems and escalate them to higher levels
- Engage regularly with team or group problem-solving
- Manager areas of critical compliance and actively manage non-conformance
- 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 cross-department 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 project-management for EXCO
- Supporting the Project Managers with checking briefs and manage end to end lifecycle of projects
- Assist with file-management and workflow optimisations
- Production of daily, weekly and monthly status reports or attendance at stand-up 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._

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