Executive Personal Assistant - Sandton, South Africa - Bidvest Bank

Bidvest Bank

Verified Company

Sandton, South Africa

3 weeks ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

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._