Executive Assistant at Stanbic IBTC

Position Description
The Executive Assistant would work directly with Chief Risk officer supporting the activities in the West Africa Region covering 4 countries and circa 9 subsidiaries in the host country (Nigeria).

Key responsibilities Ensure seamless and efficient running of the CRO’s office:
• Keeping an efficient and effective diary
• Prioritizing  the CRO's meeting schedules
• Ensuring that the CRO is updated on all her meetings, events and changes made to her calendar
• Ensuring that minutes are sent out as and when due
• Appropriately screen and answer all telephone calls, take messages and respond to queries as appropriate
• Act as secretary to the Risk MANCO and ensure effective and timely delivery of minutes of action items and follow-up
• Ensuring effective preparation and timely arrival of CRO at meetings and functions, proactively managing any diary conflict
• Managing administrative matters including correspondence to Risk functions following up on regional and country deliverables
• Responding to the administrative queries on the CRO's behalf
• Ensure logistics with respect to CRO activities (travel, coordination of administrative tasks, welfare, support tools, expense retirements, petty cash funding etc)

Manage clients efficiently:
• Keeping an updated clients list for Christmas gifts, birthday gifts etc.
• Ensuring that adequate records of all important visitors are kept
• Ensuring clients risk administrative properties e.g 121s with key stakeholders, delivery commitments are chased up and delivered
• Seamless stakeholder management/ interface

Manage Events and Programmes:
• Organise events on behalf of the CRO as required.

Provide Support  to Stakeholders:
• Know all relevant stakeholders
• Ensure CRO's matrix partners / guests are adequately taken care of on visits

Ensure the CRO’s office is compliant with all the Bank’s policies:
• Be familiar with all the applicable Bank’s policies
• Ensure cash retirements are processed as and when due
• Ensure gratification forms are properly filled and submitted

Manage information appropriately:
• Ensure all confidential documents for shredding are immediately shredded
• Ensure proper filing of documents (electronic and paper)
• Disclosure of information regarding the CRO's office must be on a need to know basis.
• Follow up with meeting organizers where necessary to ensure that the CRO has access to all required documents for her meetings

Efficient cost optimization processes:
• Ensure the CRO is aware and approves of all debits to the Head of Risk cost centre

Demonstrable support for Head of Risk
• Thought leadership and evident participation in wider risk initiatives
• Effective collaboration with Head of Risk in completion of assigned tasks and strategic initiatives
• Recognized as a resource or go-to person for wider risk initiatives and a known ambassador of one (Integrated) Risk

Key performance measures
• Number of diary conflicts over the period
• Efficient preparation of the CRO for meetings
• Timely dispatch for letters, minutes, email correspondence and chasers for regional reports and deliverables
• Hassle-free administration (including over travel, daily welfare, limited downtime with support tools, timely retirement etc)
• Timely reminders & delivery/presentation of cards, gifts, etc
• Up to date records of these visits/updated visitors’ register
• Hitch -free events hosted by the CRO’s office
• Alignment of CRO’s office with Bank’s  policies
• Knowledge of all relevant stakeholders
• Ensure CROs guests are adequately taken care of whenever they visit
• Act as secretary to the Risk MANCO and ensure timely delivery of minutes and action plans
• Ensure effective capture of meeting deliberations and follow-up on team/MANCO updates on action plan/deliverables