Personal Assistant

Full job description

Empowering Africa’s tomorrow, together…one story at a time.

With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.

Job Summary

The individual is expected to work with a senior manager/s or director to provide secretarial and administrative support. They act as the first point of contact for the manager/s during their absence. The individual will need to maintain a high degree of confidentiality at all times and to interact with stakeholders at various levels in order to deliver on the work outputs.

Job Description

Manage the diary of the manager, in an efficient manner by using Outlook, to set up meetings requested by the line manager or to accept meetings requested by others where the manager’s presence is needed.

Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting. Where possible, resolve issues independently but where needed escalate any concerns and issues to the manager.

Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser.

Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference.

Liaise with the in-house travel agency to make the travel bookings for any domestic and international trips the manager is required to make and in so doing ensure adherence to the required travel approval process.

When requested to by the manager, attend in team meetings in order to take the minutes of the meetings. Ensure that the minutes are typed, approved by the meeting chair and distributed to the relevant parties within the agreed time period.

Create socialisation rotations schedules for the direct reports of the manager, by booking meetings with key stakeholders in the bank prior to the new person joining and ensure that they are included in the formal orientation session in the individuals first month of employment.

Arrange any venues and catering for any team events, as requested by the manager, and obtain the managers approval on any orders prior to placing them with the suppliers.

Where teleconferences are being held, liaise with the relevant stakeholders to secure a dial in pin for the meeting. Communicate the pin's details to all meeting attendees in advance of the meeting.To manage the clients' value to Absa through optimising revenue opportunities i.e. pricing for risk in terms of the Pricing policy.

Assist manager by being aware of the content for their emails by screen incoming emails and where possible redirecting the email to the relevant direct reports to assist with the query. Follow up for feedback with these individuals, where necessary.

Create an online filling system to assist the manager with work prioritisation. File all emails which have already been dealt with, into the correct online folder, and bring the pending emails to his/her attention.

Acts as the first point of contact for the manager by answering/screening and/or re-directing the telephone calls received in a professional and efficient manner.

Assist visitors by directing them to the correct venue or person that they are looking for or by singing for the package/documentation that is being delivered.

Industries:Banking

Function: Others