Executive Personal Assistant

2 Month Contract (23/04/2018 - 22/06/2018)

Job Purpose
To support an executive or other level of senior manager by providing administrative support, schedule coordination, secretarial functions, procurement, travel management, meeting and workshop coordination.

Reports To
Executives or Senior Managers

Key Responsibilities

1. Manage the executive's schedule of meetings
   Proactively manage the diary of the executive, set up meetings as requested. Review the diary requests with the executive on a daily basis to determine which meetings should be accepted, delegated or declined. Track and monitor the acceptances and declines obtained from parties that have been invited to the meetings requested by the executive. Resolve attendance issues. Liaise with relevant parties to reschedule any meetings. On a daily basis, print meeting documents and packs and provide them to the executive for their reference, or ensure that the packs are available in electronic format if the executive uses a mobile device (such as iPad). Take minutes of meetings on request. Ensure that the minutes are approved by the meeting chair and distributed to the relevant parties within the agreed time period. Arrange teleconferences and video conferences and liaise with internal service providers to obtain dial-in details. Arrange refreshments for meetings on request from the executive.
2. Manage all travel arrangements including transfer, accommodation and flights
   Liaise with bank-approved travel agencies to obtain quotes and proposals for travel bookings for domestic, regional and international trips the executive is required to make. Present the options to the executive for decision making. Complete the bookings and follow up to ensure that all the items are correct. Determine the visa requirements for regional or international trips and ensure that the executive has the right documentation and appointments to obtain visas in good time. Adhere to the bank's travel policy in relation to class of travel and hotel accommodation. Arrange transfers to and from airports to ensure minimum disruption to the executive’s schedule. Ensure the executive is equipped with all relevant emergency numbers and contact numbers of hosts as well as accommodation and transfer companies. Provide the executive with a detailed itinerary prior to each trip.
3. Provide administrative support to the executive
   Take care of parking arrangements and access control for external visitors. For buildings that require it, personally collect external visitors from the reception area. Develop leave plans for direct reports of the executive. If requested, act as delegated approver for leave requests and other items created on Employee Self Service by direct reports. Together with Human Capital teams, arrange smooth onboarding of new direct reports in the executive's team. Ensure that building access is arranged ahead of time and that equipment (computer, phone, connectivity) is delivered prior to their start date. Support the exit process for direct reports by ensuring that all their equipment, access cards and other bank items are collected on the last day of work. Maintain all confidential filing on behalf of the executive. This could include client files and employee files. Review incoming emails into the executive's mailbox and flag for follow-up or redirect to other members of the team to act on. Order stationery for the department, control stationery stock and proactively order high usage items. Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams.
4. Provide support to enable the department to control costs and effect governance requirements
   Review expense claims prepared by the executive's direct reports by comparing the supporting documents to the claim form. Highlight any out of policy expenses to the direct report. Present the expense claims to the executive for approval. For purchases required in the department, prepare the shopping carts or purchase orders. Obtain approval before submitting to suppliers. On a monthly basis, review departmental budget reports obtained from Finance. Highlight concerns with specific line items for the executive to attend to. Support compliance processes by maintaining registers of gifts received as well as any other supporting documents as required by Compliance.

Qualifications
Grade 12 with Diploma in administration. (Required)

Experience
5-7 Years in Business Support - Secretarial Services (Required)

Internal Relationships
Receive a service from internal support functions.

External Relationships
Provide a service to external clients and follow up with external providers for outstanding services.