Executive Personal Assistant

Job Purpose

This role is to support the Managing Executive: Property Finance with day-to-day deliverables and on strategic projects by executing, organising and coordinating all functions of the role efficiently and effectively. 

Job Responsibilities

•    Coordinate Executive/Manco meetings, collate required information, ensure that required packs are combined and loaded onto the system and submissions are followed up on; and that documents are compared, merged and formatted in line with requirements, to prepare Manco members and attendees.
•    Manage and maintain the Managing Executive’s diary effectively to optimise time by taking cognisance of business priorities when planning and organising events and meetings. 
•    Plan, organise and anticipate requirements well in advance, to support the Managing Executive by providing high-level administrative support.
•    Support the Property Finance Manco team in relation to governance meetings including setting agenda, pack collation/distribution, minute taking, sign off/distribution. 
•    Coordinate the logistics for internal and external events/meetings including catering, venue and technology requirements, ensuring relevant standards are met at all times.
•    Responsible for taking minutes of meetings, tracking action items, consolidating and providing feedback to relevant stakeholders/committees.
•    Serve as primary source of contact for the Property Finance Manco correspondence, documentation and communication.
•    Ensure that correspondence, documents and reports are appropriately formatted in compliance with Nedbank’s standards and are appropriately forwarded to the correct parties in a timely manner.
•    Prioritise conflicting needs, handling matters efficiently and following through on projects to successful completion.
•    Focus on technology and the IT environment to promote efficiencies and ensure Property Finance Manco are aware of available technologies, whilst adhering to privacy and confidentiality requirements.
•    Build collaborative relationships with internal and external stakeholders through effective communication and work closely with Property Finance Manco and their managerial support.
•    Ensure all calls are appropriately screened and routed and answered in a timely and professional manner.
•    Arrange detailed travel plans and required documentation and keep abreast of relevant country specific security or risk issues.
•    Receive, validate and submit invoices and expense claims for authorisation and submission to Finance through proper handling of all invoices received.
•    Manage records by capturing, screening and storing correspondence, data and responses utilising relevant databases and filing systems
•    Ensure cost effective office management by managing resources, minimising waste and adherence to allocated budget.
•    Perform general administrative functions and manage office administration as required.

Essential Qualifications - NQF Level

Relevant NQF7 bachelor’s degree

Preferred Qualification

Relevant Business, Marketing, Legal or Finance degree

Minimum Experience Level

5 years’ experience as senior/executive personal assistant

Knowledge of Nedbank Corporate and Investment Banking operations would be an advantage

Technical / Professional Knowledge

Behavioural Competencies