Executive Assistant at Nedbank

Job Purpose

• To perform a supporting and cohesive role to the Executive and the business by executing, organising and co-ordinating all administrative functions to optimise the Executive's time, thereby ensuring the Executives efficiency and effectiveness to focus on strategic deliverables.

Job Responsibilities

• Coordinate executive/senior management 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 Executives and attendees.
• Responsible for taking minutes of meetings, tracking action items, consolidating and providing feedback to relevant stakeholders/committees.
• Plan, organise and anticipate requirements, well in advance, to support the relevant Executive by providing high-level administrative support.
• Collate information and co-ordinate initiatives for the Executive team to ensure their strategic deliverables are met.
• Manage the Executive's diary effectively, to optimise time by taking cognisance of business priorities when planning and organising events and meetings.
• Ensure technical support and responsible for troubleshooting for Executive, as well as meeting participants.
• Keep abreast of technology requirements, adhering to privacy and confidentiality requirements.
• Responsible for maintaining the integrated cluster calendar, aligned to the Group Calendar.
• Ensure that the documents and templates conform to Nedbank standards.
• Responsible for the co-ordination of the performance review processes for the Executive and direct reports.
• Co-ordinate all respective requirements for performance reviews and 1:1's to ensure timeous submission to Group CEO.
• Responsible for executing and managing a variety of projects and events for the Executive.
• Prioritise conflicting needs; handle matters efficiently and follow through on projects to successful completion.
• Co-ordinate all logistical aspects of internal and external events/meetings.
• Prioritise and follow up of issues and concerns addressed to the Executive, including those of a sensitive or confidential nature.
• Arrange detailed travel plans and required documentation and keep abreast of relevant country specific security or risk issues.
• Ensure cost effective office management by managing resources, minimising waste and adherence to allocated budget.
• Build collaborative relationships with internal and external stakeholders through effective and open communication.
• Keep abreast of relevant developments/events in stakeholders' personal lives by acknowledging and responding appropriately.
• Manage records by capturing, screening and storing correspondence, data and responses utilising relevant databases and filing systems.
• Perform general office administrative functions and manage ad hoc queries/correspondence and tasks effectively.
• Monitor Executive inbox and deal with any correspondence, that can be managed on behalf of the Executive, and address matters or escalate concerns using discretionary decision making.
• Ensure all calls are appropriately screened and routed and answered in a timeous and professional manner 
• Reconcile personal and business expenses on relevant systems.
• Utilise systems for procurement from approved vendors.
• Maintain discretion and confidentiality by adhering to the Nedbank values.
• Project the professional image to internal and external stakeholders.
• Deal with any personal requirements of the Executive, as and when required.
• Minimise risk to the bank by adhering to policies and procedures.
• Improve personal capability and stay abreast of developments by identifying training courses for self through input and feedback from managers.
• Identify and recommend opportunities to enhance efficiencies, processes, systems and policies and support implementation.
• Manage direct reports/business unit administrators, where applicable.
• People Specification
• Essential Qualifications - NQF Level
• Advanced Diplomas/National 1st Degrees
• Preferred Qualification
• Business Administration

Minimum Experience Level

• 7 - 10 years
• 5 Years Experience as an Executive Personal Assistant

Technical / Professional Knowledge

• Business writing skills
• Administrative procedures and systems
• Relevant software and systems knowledge
• Data analysis
• Governance, risk and controls
• Behavioural Competencies
• Planning and Organizing
• Building Partnerships
• Building Networks
• Communication
• Emotional Intelligence Essentials
• Stress Tolerance
• Technology Savvy
• Initiating Action