Job Purpose
- To support Chief Executive by providing business administrative support, office administration functions, procurement, travel management, resource schedule management, meeting and workshop coordination.
- Act as the first point of contact for the Chief Executive during their absence.
Key Responsibilities/Accountabilities
Coordinate events and road shows
• Arrange venues and catering for any team events utilising approved budget.
• Oversee the planning and execution of business events for the executive such as road shows, employee discussion forums, product launches, customer entertainment events and formal functions.
• Develop invitee lists and obtain input from the executive and other seniors in the area to validate the list prior to using it.
• Manage logistical requirements such as transfers to and from venues, parking, access, equipment rentals and payments. Call for support from the marketing team for large events.
• Develop the invitations to events and roadshows and obtain support from marketing for external events. Distribute invitations and manage the responses.
• Prepare the agenda for events and roadshows.
• Liaise with exhibitors and speakers and ensure they understand the timeframes for their participation as well as the contents that are expected from them.
• Project manage the delivery of the events and call on support from marketing, building management, security and other areas as needed.
Provide administrative support to the executive
• Review 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.
• Prepare presentations and reviews for the executive by researching and packaging detailed content.
• Ensure that presentations are designed to reflect the business unit’s brand and executive’s personal style.
• Oversee the management of the executive’s office to ensure smooth operations and that resources are available and operating effectively.
• Draft communications to be distributed in the business on behalf of the executive. Obtain approval prior to distribution.
• Develop leave plans for direct reports of the executive. Act as delegated approver for leave requests.
• Personally oversee, with support from Human Capital, the onboarding of new direct reports in the executive’s team.
• Maintain all confidential filing on behalf of the executive.
• Manage office logistics including drafting of floor plans and participate in move planning.
• Manage corporate social investment by driving the supported causes, nominate participants and arrange match funding.
Monitor operational expenses and support governance processes in the executive team
• Monitor expense budgets on a monthly basis and highlight potential issues to the executive.
• Sign off expenses within the mandate assigned by Finance on the executive’s cost centre.
• Review subordinate expense claims and prepare for sign off by the executive.
• Maintain a gift and asset register for cost control and compliance purposes.
Manage travel arrangements for the executive
• Liaise with Bank-approved travel agencies to make travel bookings for domestic, regional and
• international trips the executive has to undertake. Ensure that the executive’s preferences for hotel accommodation, airlines and transfers is taken into account, but within overall Bank travel policy requirements.
• Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.
• Arrange airport and hotel transfers.
• Ensure that the executive is equipped with all relevant emergency contact details as well as accommodation and transfer contact information. Provide detailed trip itineraries.
• Arrange for the ordering and delivery of foreign exchange for locations where corporate credit cards cannot be used.
Preferred Qualification and Experience
- Degree in Administration/Public Relations or Communications or related field
- Experience in running the operational aspects of an Executive office including logistics, procurement processes, technology support etc. would be an advantage.
Knowledge/Technical Skills/Expertise
- Strong analytical skills,
- Team worker, flexible
- An understanding of “business model” in Business Banking
- Strong presentation skills
- Team worker,
- Problem solving