Executive Personal Assistant

Kabetech (Pty) Ltd; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company in Johannesburg is looking for a Personal Assistant to support senior management with administrative tasks. Responsibilities include managing executive schedules, coordinating travel, and maintaining confidential documents. The ideal candidate will have a diploma in administration and 5-7 years of experience in business support, offering a dynamic environment to contribute effectively.

Qualifications

• Grade 12 with Diploma in administration.
• 5-7 years of experience in business support.
• Proficient in Microsoft Office tools.

Responsibilities

• Manage schedules and meeting arrangements for executives.
• Coordinate travel and logistics for the executive.
• Provide general administrative support and handle expense claims.

Skills

Communication

Organizational Skills

Problem Solving

Education

Grade 12 with Diploma in administration

Tools

Microsoft Office Suite

Job description

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
PA


Job Function
Business Support


Job Family
Secretarial Services


Industry Job Title
Not Applicable


Level of Work
2 - Supervisory and Analytical


Career Type
Functional/Specialist


Industry Job Code
334302 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 iPad).
· 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 such
information 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, PowerPoint 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.