Summary

To provide a strictly private and confidential personal assistant role to the Managing Director. To manage the MD's workload, assist with tasks on hand and act as gatekeeper.

Responsibilities

• Day to day diary management, managing all forms of incoming and outgoing communication (phone calls, emails, faxes, etc.) and answering of routine correspondence on behalf of the MD
• Management of calendar and schedule to maximize efficiency (personal & business)
• To work with Group Executive personnel when they visit the country as well as coordinate their travel arrangements.
• To compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board and Sub-committee meetings. To liaise with the Chairman and other Board Members on various matters as required. This particular role will require one to work closely with the Company Secretary.
• To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
• Analyze incoming and outgoing communication, submissions and reports and prepare and co-ordinate the preparation and submission of summary briefs and reports to the MD as well as commercial department.
• To provide a comprehensive secretarial and administration service to the MD across the range of his work.
• To create an events calendar, coordinate & manage staff events including Staff Town Halls, Staff Functions, Family Fun Days, Christmas Parties, Team Buildings, Retreats, Farewell & Welcome events, etc.
• To maintain filing system and all other relevant areas as necessary.
• To manage the Bank’s marketing events including Golf Days, in-house customer lunches, media briefings, etc.
• To manage Group Assignments – Results briefings, launches, etc
• Arranging meetings with customers and suppliers as required for the MD
• Preparing letters, reports and correspondences in professional way
• Ensuring that the CEO is prepared for all meetings and calls
• Carrying out specific projects and research
• Coordination of monthly reporting
• Ensure all work is done on time and to a high quality standard
• To manage staff corporate wear, staff motivational items, wedding presents, support on bereavements, family additions, organize Staff meetings, etc.
• To maintain and continuously keep up to date all banks mailing lists.
• To co-ordinate all senior management and Board member travel arrangements ( flights, accommodation and airport pickups)
• To do any other work assigned by the Bank superiors.

Education and Qualifications

Associates or higher degree preferred in business (Marketing, PR, Advertising, Communications, Business Administration)

Requirements

• 2+ years previous experience in professional/executive level Administrative Assistant position
• Excellent computer skills, including Outlook, Word, Excel, PowerPoint, Keynote and Internet search skills
• Graphic design experience it’s an added advantage.
• Communication skills, Event Management skills, Interpersonal skills, Time
• Management, Organizational skills, Computer skills especially in Microsoft Office Applications

Characteristics

• Direct and successful experience working for Senior & Executive Level person.
• Personable and even tempered; capable of handling a high stress environment
• Adjustable to a fast paced, demanding work environment where priorities frequently change
• Ability to set priorities, multi-task and meet multiple daily deadlines
• Maintains a positive attitude and is resilient, relentless and resourceful
• Strong delivery and communication skills both written and verbal
• Proven ability to handle confidential information and be trustworthy
• Honest and direct in communication
• Proactive in nature with the ability to stay one step ahead
• Ability to take initiative, work independently and creatively, with strong organizational and task management skills
• Excellent calendar management skills, including the coordination of complex executive meeting
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors
• Flexibility and the ability to work beyond regular hours as needed.

Reporting To

Managing Director