Company Description

Standard Bank Group is a leading Africa-focused financial services group, and an innovative player on the global stage, that offers a variety of career-enhancing opportunities – plus the chance to work alongside some of the sector’s most talented, motivated professionals. Our clients range from individuals, to businesses of all sizes, high net worth families and large multinational corporates and institutions. We’re passionate about creating growth in Africa. Bringing true, meaningful value to our clients and the communities we serve and creating a real sense of purpose for you.

Job Description

To provide end-to-end secretarial support to two Executives by acting as the first point of contact to ensure all administrative requirements are handled within the required timeframes and standards.

To identify, analyse and document improvement opportunities across various lines of Business and Functions by conducting critical analysis within the Business Line or Function in order to enhance process and system functionality, identifying the current operating functionality and providing recommendations for the future.

Essential Functions:

 

Analyse and identify opportunities for enhancement across various lines of business by identifying business process pain points as well as opportunities for automation in order to enhance the operating efficiency of the respective business line and process.

Analyse solutions to automate manual business processes by utilising Automation, workflow or other recognised technologies enhancing process efficiencies and ultimately Business efficiency.

Analyse the effectiveness of implemented changes across the various projects ensuring that the changes to business processes have had the desired impact and take the necessary steps to correct processes where the desired impact has not been achieved.

Coach, mentor less experienced personal assistants, team assistants or office administrators, where required.

Develop the leave plan for the year, approve leave and payroll items for the Executives subordinates.

Measure and produce metric dashboards by identifying and tracking Management Information System (MIS) and department performance data in order to present / deliver daily statistics to business.

Draft and compile communications, briefings and project proposals, agendas, presentations, reports and other documents, as requested, to be distributed in the business within the required deadlines. Obtain approval from the Executive prior to distribution.

Drive and co-ordinate the end-to-end organisation of meetings by ensuring required attendees are available, all logistics and accesses are arranged, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently.

Format meeting packs and presentations into most presentable formats. Prepare first draft of internal and external presentations.

Maintain files for confidential information on behalf of the Executive to ensure the information is accessible as required and only to authorised individuals.

Maintain Gift and Asset Registers for the Executive's Office for the purposes of cost control and meeting compliance requirements.

Manage corporate social investment by driving the supported causes, nominate participants and arrange match funding.

Manage office logistics including drafting of floor plans and participate in move planning.

Monitor and review expense budgets, reports to ensure any concerns are highlighted and communicated to the Executive.

Oversee and co-ordinate all travel requirements for the Executive by liaising with an approved travel agent and deciding on best travel options to ensure the seamless arrangement of flights, accommodation, transfers, forex etc.

Oversee the co-ordination and execution of events on behalf of the Executive, including venue selection, invitations, agenda compilation, speaker invitations, equipment rentals and any other requirements to enable the achievement of the events key objectives.

Oversee, with support from People & Culture, the on-boarding and off-boarding of direct reports within the Executive's team to ensure the successful transition of resources as per agreed processes and standards.

Provide proactive and independent end-to-end management of the Executives diary, with the authority to decline/schedule appointments, therefore acting as their sole gatekeeper in order to effectively manage their workload.

Respond or redirect staff, customer or other stakeholder issues relevant to the Executive and follow-up on closure or resolution of issues.

Review expense claims and prepare for sign-off by the Executive. Approve purchase orders and expense claims on behalf of the Executive where appropriate.

Support the Executive in projects, proposals and other matters, through research, consultation and team management.

Take meeting minutes, where required, obtain sign-off of minutes by the meeting Chair, distribute minutes to all relevant stakeholders and follow-up on key action items.

View the Executive's incoming mail on an ongoing basis. Flag items that need personal attention, respond to the appropriate ones directly and redirect selected emails to the Executive's direct reports or other departments for resolution.

 

Qualifications

Diploma: Office Administration or Public Relations

Experience required:

8-10 years significant experience in all aspects of supporting a senior person in the management of their office.

Additional Information

Behavioural Competencies:

Articulating InformationChallenging IdeasChecking ThingsConveying Self-ConfidenceConvincing PeopleDeveloping ExpertiseDocumenting FactsExamining InformationExploring PossibilitiesInterpreting DataMaking DecisionsManaging TasksMeeting TimescalesProducing OutputProviding InsightsSeizing OpportunitiesTaking ActionTeam WorkingThinking PositivelyUpholding Standards