Personal Assistant, Executive

Job Description

To provide end-to-end secretarial support to an Executive(s) by acting as the first point of contact to ensure all administrative requirements are handled within the required timeframes and standards. Additionally, to support the Operations team and Group Internal Audit Teams with administrative and operational requirements.

• Provide proactive management of an Executive's diary, independently scheduling appointments where necessary and referring to the Executive on the prioritisation of appointments, therefore assisting in the management of their workload.
• Co-ordinate the end-to-end organisation of meetings by ensuring required attendees are available, all logistics including but not limited access, parking, catering, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently.
• View the Executive's incoming mail on an ongoing basis. Flag items that need personal attention and direct selected emails to the Executive's direct reports or other departments for resolution.
• Collate communications, articles, briefings and project proposals, board minutes, agendas, reports and other documents, as requested, to be distributed in the business within the required deadlines. Obtain approval from the Executive prior to distribution.
• Draft and communicate Governance and GIA Reporting timelines to Execs and Team members.
• Draft meeting agendas, briefings, reports and other documents including PowerPoint, Excel and others, as requested. Obtain approval from the Executive prior to distribution.

Qualifications

• Diploma in Office Administration

Experience Required

Secretarial Services

• 8-10 years Significant experience in all aspects of supporting a senior person in the management of their office.

Behavioural Competencies

• Adopting Practical Approaches
• Articulating Information
• Checking Things
• Establishing Rapport
• Following Procedures
• Impressing People
• Interacting with People
• Interpreting Data
• Making Decisions
• Showing Composure
• Taking Action
• Upholding Standards

Technical Competencies

• Diary Management
• Email Monitoring
• Meeting Logistics
• Procurement Process
• Travel Arrangements
• Written Communication

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative