Executive Personal Assistant

3 weeks ago

Johannesburg, South Africa Nedbank Full time

**Job Classification**
- Job Family- Administration, Operations and Facilities
- Career Stream- Secretarial
- Leadership Pipeline- Manage Self: Technical
- FAIS Affected**Job Purpose**
- To perform a supporting role to the Executive by executing; organising and co-ordinating all personal assistant functions to optimise time management; thereby ensuring the Executives efficiency and effectiveness.

**Responsibilities**:

- Reconcile expenses on return of executives by completing the relevant spreadsheets.
- Arrange detailed travel plans and itineraries by compiling documents for travel related meetings.
- Co-ordinate preparation for external events in terms of organising time, venue, information required, travelling time, speeches, RSVPs, etc.
- Ensure cost effective office management by managing resources and minimising waste.
- Build collaborative relationships with internal and external stakeholders through effective and open communication and building rapport.
- Build trust by maintaining integrity and open communication.
- Keep abreast of relevant developments/events in stakeholders personal lives by acknowledging and responding appropriately (e.g. sending flowers)
- Manage the Executive's diary effectively to optimise his/her time by taking due cognisance of business priorities when planning and organising events and meetings.
- Book flight, car & hotel reservations, both local and international, by communicating with the travel agents, ordering forex and organising visas.
- Coordinate and manage meetings by ensuring meeting requests are correct, up to date, time is optimised and organise all catering arrangements.
- Manage records by capturing, screening and storing correspondence, data and responses.
- Perform general administrative functions and manage office administration as required.
- Develop documentation for the executive by ensuring that the document conforms to Nedbank standards.
- Maintain discretion and confidentiality at all times by adhering to the Nedbank values.
- Minimise risk to the bank by adhering to policies and procedures.
- Ensure all calls are answered timeously in a professional & friendly manner and are appropriately routed and screened.
- Project the correct image to internal and external stakeholders by maintaining a professional image at all times.
- Manage ad hoc queries/correspondence effectively by ensuring that they are prioritised, escalated appropriately and resolved promptly by following up and closing off.
- Keep abreast of legislation and other industry changes that impacts on role by reading the relevant newsletters, websites and attending sessions.
- Understand and embrace the Nedbank vision and demonstrate the values through interaction with team and stakeholders.
- Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from managers.
- Ensure personal growth and enable effectiveness in performance of roles and responsibilities by ensuring all learning activities are completed, experience practiced and certifications obtained and/or maintained within specified time frames.
- Ensure information is provided correctly to stakeholders by maintaining knowledge & sharing knowledge with the team.
- Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank Culture building initiatives.
- Participate and support corporate social responsibility initiatives for the achievement of key business strategies.
- Identify and recommend opportunities to enhance processes, systems and policies and support implementation of new processes, policies and systems.

**People Specification**
- Essential Qualifications - NQF Level- Matric / Grade 12 / National Senior Certificate
- Diploma
- Preferred Qualification- Business related Diploma (focus on arranging ad hoc events/EQ/SQ)- Essential Certifications- Preferred Certifications- Minimum Experience Level- 5 years experience as senior personal assistant

**Technical / Professional Knowledge**
- Administrative procedures and systems
- Banking procedures
- Business principles
- Business terms and definitions
- Data analysis
- Governance, Risk and Controls
- Relevant regulatory knowledge
- Relevant software and systems knowledge
- Business writing skills
- minutes taking
- Behavioural Competencies- Communication
- Energy
- Initiating Action
- Stress Tolerance
- Work Standards
- Planning and Organizing
- **_Please contact the Nedbank Recruiting Team at +27 860 555 566_

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