Executive Personal Assistant

Job Classification

Job Family

Administration, Operations and Facilities

Career Stream

Secretarial

Leadership Pipeline

Manage Self: Technical

FAIS Affected

Job Purpose

To perform a supporting role to the Executive by executing; organising and co-ordinating all personal assistant functions to optimise time management; thereby ensuring the Executives efficiency and effectiveness.

Job Responsibilities

• Reconcile expenses on return of executives by completing the relevant spreadsheets.
• Arrange detailed travel plans and itineraries by compiling documents for travel related meetings.
• Co-ordinate preparation for external events in terms of organising time, venue, information required, travelling time, speeches, RSVPs, etc.
• Ensure cost effective office management by managing resources and minimising waste.
• Build collaborative relationships with internal and external stakeholders through effective and open communication and building rapport.
• Build trust by maintaining integrity and open communication.
• Keep abreast of relevant developments/events in stakeholders personal lives by acknowledging and responding appropriately (e.g. sending flowers)
• Manage the Executive's diary effectively to optimise his/her time by taking due cognisance of business priorities when planning and organising events and meetings.
• Book flight, car & hotel reservations, both local and international, by communicating with the travel agents, ordering forex and organising visas.
• Coordinate and manage meetings by ensuring meeting requests are correct, up to date, time is optimised and organise all catering arrangements.
• Manage records by capturing, screening and storing correspondence, data and responses.
• Perform general administrative functions and manage office administration as required.
• Develop documentation for the executive by ensuring that the document conforms to Nedbank standards.
• Maintain discretion and confidentiality at all times by adhering to the Nedbank values.
• Minimise risk to the bank by adhering to policies and procedures.
• Ensure all calls are answered timeously in a professional & friendly manner and are appropriately routed and screened.
• Project the correct image to internal and external stakeholders by maintaining a professional image at all times.
• Manage ad hoc queries/correspondence effectively  by ensuring that they are prioritised, escalated appropriately and resolved promptly by following up and closing off.
• Keep abreast of legislation and other industry changes that impacts on role by reading the relevant newsletters, websites and attending sessions.
• Understand and embrace the Nedbank vision and demonstrate the values through interaction with team and stakeholders.
• Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from managers.
• Ensure personal growth and enable effectiveness in performance of roles and responsibilities by ensuring all learning activities are completed, experience practiced and certifications obtained and/or maintained within specified time frames.
• Ensure information is provided correctly to stakeholders by maintaining knowledge  & sharing knowledge with the team.
• Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank Culture building initiatives.
• Participate and support corporate social responsibility initiatives for the achievement of key business strategies.
• Identify and recommend opportunities to enhance processes, systems and policies and support implementation of new processes, policies and systems.

Job Responsibilities Continue

People Specification

Essential Qualifications - NQF Level

Preferred Qualification

Business related Diploma (focus on arranging ad hoc events/EQ/SQ)

Essential Certifications

Preferred Certifications

Minimum Experience Level

5 years experience as senior personal assistant

Technical / Professional Knowledge

Behavioural Competencies