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Personal Assistant to Financial Director

Personal Assistant to Financial Director

Al Baraka Bank Pty LtdKwazulu Natal, ZA
30+ days ago
Job description

CORE PURPOSE OF THE JOB

To manage daily operations of the Financial Director by undertaking for the secretarial and administrative aspects to ensure smooth running in respect to all functions.

MAIN FUNCTIONS OF THE JOB

Personal Assistant

  • Maintains diary and schedules appointments for the Financial Director.
  • Screens all incoming calls as and when required and ensures messages left are given to the Financial Director within agreed time frames.
  • Drafts emails on behalf of the Financial Director.
  • Undertakes for scanning, emailing and filing of confidential information.
  • Assists in compiling material and prepares PowerPoint presentations as required from time to time.
  • Coordinates all travelling arrangements for Financial Director.
  • Obtains signatures from the Financial Director on behalf of various departments within Head Office
  • Coordinates meetings for Financial Director via Teleconference and videoconference.
  • Undertakes for queries made by Financial Director and ensures feedback is provided.
  • Provides support to reporting departments as per approval from the Financial Director.
  • Assists with tasks that make the Financial Directors Office more efficient.

Administration

  • Forwards emails to managers reporting to the Financial Director requesting Executive Committee (EXCO) reports and thereafter summarizes for the Finance Directors Executive Committee (EXCO) report.
  • Uploads EXCO reports prepared by Managers reporting to the Financial Director on the relevant electronic platforms.
  • Compiles meeting packs for meetings Chaired by the Financial Director including but not limited to Information Technology, Finance and Projects Committees.
  • Takes minutes at meetings as indicated above.
  • Orders stationery for the Financial Director as and when required.
  • Completes gift register for the Financial Director.
  • Prepares payment requisitions relevant to the Financial Directors office.
  • Obtains submissions from reporting departments for Board, Audit, Risk, Social and Ethics for Committee meetings.
  • Attends to the updating of the agenda and matters arising items on the Microsoft Teams Boards in preparation for the monthly meetings held with Financial Director and each reporting manager.
  • Attends to the updating of the agenda and matters arising items on the Financial Directors MANCO Microsoft Teams Boards.                                                                                                       Relief Duties

    • Serves as a personal assistant to the Executive Office as and when required.

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    Personal Assistant • Kwazulu Natal, ZA