Executive Assistant, Head, Investment Banking at Stanbic IBTC

Position Description

To efficiently support a team in the attainment of their objectives by providing functional support in the following areas: administration, secretarial and event management, as well as project support and other related duties.

KRAs
Diary management –proactive diary management, meeting scheduling, booking venues and required refreshments etc for internal meetings and external visitors.
Telephone management –picking up calls, setting up conference calls in & outside country
Managing information in line manager’s absence or non-availability – providing assistance to callers in a helpful manner, referring matters to relevant persons including ensuring delegate representation at meeting as required, keeping line manager informed
Office Management – all admin related areas, business continuity management support, ensure all records are kept up to date and properly filed, shredding important docs etc
Offsite presentations & meetings- venue co-ordination
Understand the Functional area (department) and ensure efficient liaison within Country and ROA martricies. Updating contact list for department (in and outside country)
Understand the management structure and team structure, understand who the stakeholders are (internal and external)  that are important to functional area. Provide necessary support for the functional area and stakeholders.
Ad hoc secretarial duties helping out with other teams when required e.g. printing travel documents, setting meetings etc.
Taking meaningful minutes at department meetings
Order stationery for functional area, maintain office equipment, replace printer cartridge as well as fax machine toner.
Update organograms and birthday lists of staff and clients
Information research for specialized meetings – involving power point presentations, analysis of data etc.
Financial admin. - Submitting claim forms & ensuring payment to vendors for various office related expenses.
New Staff Member Onboarding: - order PC, arrange parking, access, telephone, desk as well as ESS access
Travel arrangements - Book flights, airport transfers, accommodation & put together a detailed itinerary. Establish logistical requirements from responsible person and ensure venues have proper equipment.
Project and Business Management Support – such as maintaining information/trackers on performance  and financial, strategy, ad hoc project support