Admin Job at Stanbic IBTC

Position Description
The Executive Assistant would work directly with the ED, Business Support and support the day to day running of the ED’s office

Key responsibilities
Ensure seamless and efficient running of the ED’s office:
• Keeping an efficient and effective diary
• Prioritizing  the ED's meeting schedules
• Ensuring that the ED is updated on all his meetings, events and changes made to his calendar
• Ensuring that meeting invites and minutes are sent out as and when due
• Appropriately screen and answer all telephone calls, take messages and respond to queries as appropriate
• Ensuring effective preparation and timely arrival of ED at meetings and functions, proactively managing any diary conflict
• Managing administrative matters in the ED’s office
• Responding to the administrative queries on the ED's behalf
• Coordinate  logistics with respect to ED’s activities (travel, coordination of administrative tasks, welfare, support tools, expense retirements, petty cash funding etc)

Manage clients efficiently:
• Keeping an updated list for birthday gifts, Christmas gifts etc.
• Ensuring that adequate records of all important visitors are kept
• Ensuring delivery commitments are chased up and delivered
• Seamless stakeholder management/ interface

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

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

Ensure the ED’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 ED's office must be on a need to know basis.
• Follow up with meeting organizers where necessary to ensure that the ED has access to all required documents for his meetings

Efficient cost optimization processes:
• Ensure the ED is aware and approves of all debits to the ED’s cost centre

Demonstrable support for the ED
• Effective collaboration with the ED and the ED’s Business Manager in completion of assigned tasks and strategic initiatives
• Evident participation in wider initiatives

Key performance measures
• Number of diary conflicts over the period
• Efficient preparation of the ED 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 ED’s office
• Alignment of ED’s office with Bank’s  policies
• Knowledge of all relevant stakeholders
• Ensure EDs guests are adequately taken care of whenever they visit
• Ensure effective capture of meeting deliberations and follow-up on team/MANCO updates on action plan/deliverables