Executive Assistant: Cro

7 days ago

Centurion, South Africa Land Bank Careers Full time

**Job Advert Summary**:
(Land Bank) is South Africa’s only specialist agricultural bank established in 1912, the bank’s sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.

**MAIN PURPOSE**OF THE JOB**

To provide professional secretarial and office support/administration services including diary management to the office of Chief Risk Officer (CRO). Facilitate operational efficiency and assist the CRO to achieve strategic objectives. To manage the administrative requirements of the office of the CRO and assist with scheduling, planning and coordinating all Divisional activities

**Key Performance Areas**:
**1. Secretarial Support**
- Organise CRO diary, schedule appointments and ensure there are no conflicting appointments in the diary
- Telephone response - receive telephone calls, organise and prioritise calls, re-route or assist callers
- Co-ordinate and arrange CRO business trips and ensure itinerary is made available to CRO prior to trips

**2. Stakeholder and Meeting Management**
- Co-ordinate internal and external meeting requests:

- Receive visitors for the CRO

**3. Scheduling, Planning and Coordinating Divisional Activities**
- Develop and manage relationships with other Divisions
- Distribute correspondence in and out from the office of the CRO
- Co-ordinate / Manage Divisional special projects
- Management, monitoring and updating of Divisional risk register to ensure business continuity in support of the Business Coordinator / Manager where applicable
- Assist the CRO to prepare presentations when required
- Monitor that all leave requests for all the CRO’s direct reports, are approved
- Develops and maintains a contacts data base for the CRO’s office

**4. Administration of Correspondence and Documentation**
- Register on receipt of hard copy documents and distribute accordingly
- Ensures all documentation is kept in a safe and secure environment and that archives are indexed
- Creates and maintains an effective filling system
- Ensures accurate record keeping and relevant database input
- Maintain files, records and document retention and destruction in the CRO office
- Provide documentation to requestors in accordance with the document management policy and procedure when requested

**5. Facilitate Events**
- Compile the event material in accordance with the objectives and requests; or
- Obtain/procure the material from the relevant source/provider
- Type pre-event material as directed by the Business Manager / Coordinator as applicable and distribute to the attendants prior to the event
- Evaluate the intervention to ensure that the quality management objectives are achieved
- Inform the relevant role players of the outcome of the event
- Document the results of the event for future reference purposes
- Facilitate events in accordance with policies, procedures, and legal requirements
- Conclude facilitation actions within the allocated upon time frames

**6. Research**
- Research information as required by CRO using variety of sources
- Develop presentations for the CRO based on research conducted
- Perform any other research tasks as may be required by the manager

**7. Performance Administration**
- Ensure performance agreements are signed for all direct reports within stipulated time frames
- Schedule coaching and performance review dates for the year in advance
- Prepare file for each of the CRO
- Ensure all relevant evidence / means of verification is included in files

**8. Budget Monitoring**
- Monitors expenditure against budget
- Track department expenses and report variances to the CRO
- Support the Division in co-coordinating expenses
- Keeps a register of payments made

**Preferred Minimum Education and Experience**:

- Post matric qualification / Diploma in Office administration or Secretarial
- 3-5 years experience as a Personal Assistant for an Chief Risk Officer / Executive Management
- 1-2 years experience as Personal Assistant

**Critical Competencies**:

- Policies and Procedures
- Document Management
- Legislation
- Microsoft Office
- Project Co-ord

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