Personal Assistant - Corporate Governance and Legal

To provide efficient and responsive administration, organising and coordination support and make all logistical arrangements for the Group Executive. Manage and prioritise tasks and meetings according to deadlines and schedules, while maintaining good relationships with key stakeholders in the office.

Job Profile (Downloadable)

Expertise & Technical Competencies

QUALIFICATIONS AND EXPERIENCE

Minimum Qualification

• An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification.

Minimum Experience

• An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification.
• A minimum of 6 years’ experience as a Personal Assistant or similar working experience, of which 5 years must be at a C-suite level.
• Demonstrated experience in supporting C-suite executives or senior leadership.
• Experience in communicating (verbal and written) and drafting reports and presentations for Executives and Board level.

Desirable Experience

• Experience in the banking and/or financial services sector.
• Experience in a DFI or regulated financial services organisation.
• Bachelor’s Degree in Office Administration, Project Management or Business Administration.

TECHNICAL COMPETENCIES

Data Collection and Analysis

• Understands where to locate internal data/information.
• Is able to collect and collate simple/readily available internal data.
• Can perform routine analyses according to protocols developed by others
• Basic knowledge of statistical theories and methods.
• Distinguishes information that is not pertinent to a decision or solution.

Reporting

• Prepares standard reports on relevant subjects with guidance.
• Collates and conducts simple analyses of data for inclusion in a report.

Computer Literacy

• Is aware of the organisation's policies related to the use of computers and other technology.
• Applies the basic functionality of common software, such as word processing systems, to complete assigned tasks.
• Generally knows how to use and maintain own office/workplace equipment.

Written Communication

• Writes clearly and concisely simple workrelated documents.
• Expresses simple ideas clearly in writing.
• Understands enough to independently handle most tasks in this area most of the time, but is supplied with direction for work objectives.

Verbal Communication

• Able to explain simple procedures or instructions to others in a clear way.
• Uses a limited range of words to meet simple spoken needs.

Planning and Organising

• Is relied on to help others plan and organise their workload.
• Uses effectively advanced time management processes to deal with high workloads and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.

Required Personal Attributes

BEHAVIOURAL COMPETENCIES

Achievement Orientation

• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setbacks and/or obstacles to meet goals.
• Recognises and acts upon current opportunities.

Attention to Detail

• Double-checks the accuracy of information or work.
• Ensures that the work produced doesn’t contain any errors.

Integrity

• Expresses what he/she is thinking even when the message may not be especially welcome.
• Shares information or comments about the work when it would be easier to refrain from being open about the situation.

Teamwork and Cooperation

• Shares information to keep other team members up-to-date and enables them to do their jobs.
• Is considered a “team player,” putting team objectives ahead of one’s personal agenda when working within a group setting.
• Is willing to undertake work that is outside their own accountability to help the team achieve its objectives.

Organisational Awareness

• Recognises and/or uses the formal structure or hierarchy of an organisation (internal & external).
• Understands chain of command, positional power, rules and regulations, policies and procedures, etc.

Analytical Thinking

• Breaks problems into simple lists of tasks or activities without assigning values. 
• Makes a list of items with no particular order or set of priorities.

Information Seeking and Analysis

• Asks direct questions to people who are directly involved in a situation/issue.
• Uses available information.

*The KPA’s, competencies and relationships listed in this document, are not exhaustive, and the incumbent will be expected to undertake additional duties within their capacity to meet the needs of business and/or the business unit. 

KEY PERFORMANCE AREAS

Administrative Support

• Work with the Group Executive to support the planning and execution of day-to-day work functions, calendar and key deliverables and ensure communication to all parties.
• Liaise with all levels of DBSA employees as well as external clients/ contacts, managing the diary, including keeping all parties informed and updated on all diary changes.
• Draft and edit all communication (letters, routine correspondence) from the Office of the Executive to ensure quality control and seek approval.
• Provide inputs, review and quality assurance of all documents and reports.
• Prepare necessary meeting packs and support for engagements as requested by the Executive.
• Act as the point of contact between the manager and internal/external clients:
  
  • Screen and direct phone calls and distribute correspondence.
  • Receiving, reading, monitoring and responding to e-mails, as and when required.
  • Attend to general queries made to the GE: Governance & Legal office, answer calls and handle telephonic queries.
  • Ensuring appropriate messages are taken and responded to.
  • Responsible for document flow in and out of the office of the GE Governance & Legal.
• Organise and make arrangements for meetings:
  • Send out meeting invites and provide details to invitees.
  • Book meeting rooms, conference rooms and venues as required for each meeting.
  • Ensure there are refreshments and catering where applicable arrange meetings, collect visitors from reception and organise logistics.
  • Distribute agendas, meeting packs and documents before the meeting.
  • Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up. 
• Keep abreast with the Bank’s business conducted by the Governance & Legal division, to provide broad responses and correspondence with stakeholders and maintain communication across several stakeholder groups.
• Administer leave requests and other processes to assist with administrative processes.
• Organise and document travel itineraries, including confirmation of all relevant bookings both nationally and/or internationally.
• Process all claims upon return from trips in terms of the prevailing subsistence and travel procedures/policy.
• Act as a backup and/or support to the Executive Co-ordinator.
• Manage and review filing and other office systems to ensure optimal documentation retrieval and storage.
• Monitor that the Executive’s office is appropriately resourced with daily consumables and ensure an adequate level of stationery is always maintained (utilisation of the SAP procurement system).

Administrative and Operational Efficiencies

• Administer the document management system to secure/ store data and provide a platform for sharing division information.
• Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables.
• Management of the office with specific reference to the following:
  
  • Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up;
  • Draft and edit communication (letters, routine correspondence) as requested by the Group Executive for approval; and
  • Provide inputs, review and quality assurance of all documents and reports.
• Facilitate the procurement of professional services on behalf of the Group Executive by developing the relevant procurement documents and ensuring that procurement is performed according to the policy.

Stakeholder Engagements

• Serve as the first point of contact for the executive’s office, screening and prioritising communication.
• Send the correspondence to high-level stakeholders, including Ministers, CEOs and others on behalf of the Group Executive.
• Manage the engagements and communications with critical stakeholders, including Ministers and CEOs.
• Oversee the management of partnership agreements with, amongst others, key stakeholders, partners, clients, service providers, and consultants.
• Ensure timely, professional, and accurate communication with internal and external stakeholders.
• Undertake other tasks as assigned by the Group Executive, from time to time.

Key Measurements of Outputs

1. Administrative effectiveness and efficiencies in the office.
2. Diary management and scheduling of appointments.
3. Accurate and timeous travel arrangements.