Executive personal assistant

Johannesburg, Gauteng

R 300000 ZA Per annum

2 Month Contract (23/04/2018 - 22/06/2018)

Job Purpose To support an executive or other level of senior manager by providing administrative support, schedule coordination, secretarial functions, procurement, travel management, meeting and workshop coordination. Reports To Executives or Senior Managers Alternative Job Title PAJob Function Business Support Job Family Secretarial Services Industry Job Title Not Applicable Level of Work2 - Supervisory and Analytical Career Type Functional/Specialist Industry Job Code334302 Private Secretary Job Criticality Not Rated Key Responsibilities Manage the executive's schedule of meetings· Proactively manage the diary of the executive, set up meetings as requested. Review the diary requests with the executive on a daily basis to determine which meetings should be accepted, delegated or declined.· Track and monitor the acceptances and declines obtained from parties that have been invited to the meetings requested by the executive. Resolve attendance issues. Liaise with relevant parties to reschedule any meetings.· On a daily basis, print meeting documents and packs and provide them to the executive for their reference, or ensure that the packs are available in electronic format if the executive uses a mobile device (such as i Pad).· Take minutes of meetings on request. Ensure that the minutes are approved by the meeting chair and distributed to the relevant parties within the agreed time period.· Arrange teleconferences and video conferences and liaise with internal service provides to obtain dial in details. · Arrange refreshments for meetings on request from the executive. Manage all travel arrangements including transfer, accommodation and flights· Liaise with bank-approved travel agencies to obtain quotes and proposals for travel bookings for domestic, regional and international trips the executive is required to make. Present the options to the executive for decision making. Complete the bookings and follow up to ensure that all the items are correct.· Determine the visa requirements for regional or international trips and ensure that the executive has the right documentation and appointments to obtain visas in good time.· Adhere to the bank's travel policy in relation to class of travel and hotel accommodation.· Arrange transfers to and from airports to ensure minimum disruption to the executive’s schedule.· Ensure the executive is equipped with all relevant emergency numbers and contact numbers of hosts as well as accommodation and transfer companies.· Provide the executive with a detailed itinerary prior to each trip.

Provide administrative support to the executive· Take care of parking arrangements and access control for external visitors. For buildings that require it, personally collect external visitors from the reception area. · Develop leave plans for direct reports of the executive. · If requested, act as delegated approver for leave requests and other items created on Employee Self Service by direct reports.· Together with Human Capital teams, arrange smooth onboarding of new direct reports in the executive's team. Ensure that building access is arranged ahead of time and that equipment (computer, phone, connectivity) is delivered prior to their start date.· Support the exit process for direct reports by ensuring that all their equipment, access cards and other bank items are collected on the last day of work. · Maintain all confidential filing in behalf of the executive. This could include client files and employee files.· Review incoming emails into the executive's mailbox and flag for follow-up or redirect to other members of the team to act on.· Order stationery for the deparment, control stationery stock and proactively order high usage items.· Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams.

Provide support to enable the department to control costs and effect governance requirements· Review expense claims prepared by the executive's direct reports by comparing the supporting documents to the claim form. Highlight any out of policy expenses to the direct report. Present the expense claims to the executive for approval. · For purchases required in the department, prepare the shopping carts or purchase orders. Obtain approval before submitting to suppliers.· On a monthly basis, review departmental budget reports obtained from Finance. Highlight concerns with specific line items for the executive to attend to. · Support compliance processes by maintaining registers of gifts received as well as any other supporting documents as required by Compliance.

Behavioural Competencies

Documenting Facts

“Documenting Facts” emphasises logical reasoning, specifically when referring to an individuals’ understanding of information and the clear communication of suchinformation in writing. Logical reasoning is supported by a fact based or objective approach. Interacting with People

This competency is about fostering relationships that benefit the organisation as well as an individual’s effectiveness and efficiency. More specifically, it includes personal networking behaviours, making contact with others and strengthening relationships. Resolving Conflict

This competency is about effectively dealing with disagreements and conflict in the workplace. In order to demonstrate being competent at resolving conflicts in the workplace, individuals are expected to demonstrate that they are able to handle angry individuals effectively, and handle emotionally charged situations. Showing Composure

This is about the extent to which individuals can remain calm under pressure and maintain poise before and during important events. As such, the competency addressed in this document is concerned with the extent to which individuals show behaviours that lead to the effective handling of pressurised situations. Thinking Positively

This competency is about the extent to which individuals are optimistic, the extent to which they display cheerful behaviour in the workplace and how quickly individuals are able to recover from setbacks. Individuals who think positive thoughts are better equipped to adapt to changing circumstances, influence other people’s attitudes and are generally better positioned to persevere in the face of difficulties. Completing Tasks

This competency is about completing tasks and projects in a structured manner by employing effective planning and prioritising skills. Once tasks have been planned and priorities have been set, individuals also need to be able to manage the project or task to completion in order to demonstrate effectiveness. Meeting Timescales

This competency involves individuals adhering to time scales and meeting deadlines. The focus is therefore on being reliable at completing tasks and being punctual. Checking Details

This competency is concerned with the careful checking and confirmation of details in a task. Another behaviour associated with the “Checking Details” competency is being accurate. Being accurate requires individuals to have a strong quality orientation as well as to be thorough and detailed in their approach when completing tasks in order to avoid making mistakes. Leadership Competencies No competencies specified

Technical Competencies Records and Archive Management

The ability to store, retrieve and when needed, destroy documents according to regulatory requirements and company policies for document management.

PROFICIENT - Clear knowledge and application of the concept Email Monitoring

The ability to review emails and determine the priority and importance of responses required.

PROFICIENT - Clear knowledge and application of the concept Meeting Logistics

The ability to arrange meeting venues, refreshments and equipment such as projectors, video conferencing or teleconferencing tools.

PROFICIENT - Clear knowledge and application of the concept Diary Management

The ability to review, plan and update meeting schedules and calendars for optimum use of available time.

PROFICIENT - Clear knowledge and application of the concept Travel Arrangements

The ability to analyse travel options for value for money and engaging with travel agents to do the bookings and arrange the approvals.

PROFICIENT - Clear knowledge and application of the concept Applications: Microsoft Office Suite

Ability to use Microsoft Office: Word, Excel, Power Point and Outlook.

PROFICIENT - Clear knowledge and application of the concept Expense Processing

Is able to process sums owed by the Bank in an efficient and timely manner using the SAP system.

PROFICIENT - Clear knowledge and application of the concept Financial Acumen

Knowledge and understanding of costing, budgeting and finance concepts and the understanding and application of related processes and procedures.

BASIC - Applies elementary concepts to develop activities under supervision Procurement Process

Knowledge and application of the SAP vendor management modules and the supporting business processes.

PROFICIENT - Clear knowledge and application of the concept Qualifications Qualification Type Field Of Study Min. Required Grade 12 with Diploma in administration. Yes Degree in Public Relations or communications. No Experience Job Function Job Family Range Minimum Required Business Support Secretarial Services 5-7 Years Yes Indirect Reporting Lines Job Function Job Family Range Business Support Secretarial Services No Indirect Reports Internal Relationships Business Area Internal support functions Nature of Relationship Receive a service from them

Job Support teams Sphere of Influence Limited to their department only

Description Building relationships to ensure that office relocations, technology support, stationery, equipment and other new requests can be directed and completed quickly. External Relationships Role Type Nature of Relationship Description External clients Provide a service to them Receiving complaints and enquiries, directing to the correct function or department for resolution and following up to ensure that the client has received a response. Service providers Receive a service from them Follow up with external providers for outstanding services or to resolve payment queries. Financial Accountability Budget Type Accountability Type Size of Budget (ZAR Equivalent)Operational Budget Monitoring only Depends on the area Additional Dimensions Discretion allowed for decision making Regulated - Closely defined procedures, manager review of progress and results Personal Assistants have to exercise judgement in terms of the most effective route to follow to manage schedules and resolve day to day problems. They operate within and ensure compliance with clearly defined budget and process parameters. Degree of guidance received to solve problems Semi-Routine - Defined procedures and diverse precedents Job holders are required to display a practical problem-solving ability to resolve urgent day to day operational problems within a deadline driven environment. Degree of original thought required to solve problems Patterned - Similar situations, solution by choice of known processes Job holders need adequate experience in order to analyse and evaluate the content of correspondence in order to prioritise and/or refer appropriately. Accountability for planning of activities Performance or supervision of varied activities Plans are short term – job holders are required to participate in planning office administration budgets, meeting schedules and trips for the executive. Job holders are required to prioritise and plan their own work on a daily, weekly and monthly basis.

Business Accountability (Impact on end result)Contributory - Advisory or facilitating services for use by others Personal Assistants contribute to the smooth running of the executive's schedule as well as the office environment. This allows the executive, and their direct reports, to focus on business delivery rather than on logistics and administration.

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