Closing Date 2020/02/13
Reference Number LAN200124-2
Job Title Executive Assistant: MD
Division Land Bank Insurance Company
Unit LBIC
Job Type Classification Permanent
Location - Country South Africa
Location - Province Gauteng
Location - Town / City Centurion
JOB ADVERT SUMMARY
The Land and Agricultural Development Bank of South Africa (Land Bank) is South Africa’s only specialist agricultural bank established in 1912, the bank’s sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.
MAIN PURPOSE OF THE JOB
To provide professional secretarial and office support/administration services including diary management to the office of Chief Executive Officer (CEO) / Chief Financial Officer (CFO) / Managing Director (MD). Facilitate operational efficiency and assist the CEO / CFO / MD to achieve strategic objectives. To manage the administrative requirements of the office of the CEO /CFO and assist with scheduling, planning and coordinating all Divisional activities
Key Performance Areas
Secretarial Support
1. Organise CEO / CFO / MD diary, schedule appointments and ensure there are no conflicting appointments in the diary
2. Telephone response – receive telephone calls, organise and prioritise calls, re-route or assist callers
3. Co-ordinate and arrange CEO / CFO/ MD’s business trips and ensure itinerary is made available to CEO / CFO / MD prior to trips
Stakeholder and Meeting Management
Co-ordinate internal and external meeting requests:
1. Liaise with Government departments i.e. National Treasury/DAFF/DRDLR, Board members, International affiliates such as World Economic Forum, IMF, SADC and DFI’s.
2. Manage complex executive calendars scheduling by and planning for various meetings and conference calls
3. Prepare meeting documentation and background information for the CEO / CFO / MD prior to the meetings
4. Prepare and distributes the agenda and documents for meetings in consultation with the
5. Source appropriate venues and manage bookings
6. Ensure meeting venues are prepared and appropriate equipment and meeting documentation is available
7. Ensures minutes are taken, including EXCO minutes, typed and distributed within 5 days of meeting
8. Ensure that all information/research that needs to be carried out for the meetings is compiled and complete.
Receive visitors for the CEO / CFO / MD
1. Arrange visitors parking prior to arrival
2. Meet and greet visitors and offer refreshments
3. Ensure visitors have registered at reception on arrival
Scheduling, Planning and Coordinating Divisional Activities
1. Develop and manage relationships with other Divisions
2. Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
3. Distribute correspondence in and out from the office of the CEO / CFO / MD
4. Co-ordinate / Manage Divisional special projects
5. Management, monitoring and updating of Divisional risk register to ensure business continuity in support of the Business Coordinator / Manager where applicable
6. Assist the CEO / CFO / MD to prepare presentations when required
7. Monitor that all leave requests for all the CEO / CFO’s direct reports, are approved
Administration of Correspondence and Documentation
1. Register on receipt of hard copy documents and distribute accordingly
2. Ensures all documentation is kept in a safe and secure environment and that archives are indexed
3. Creates and maintains an effective filling system
4. Ensures accurate record keeping and relevant database input
5. Maintain files, records and document retention and destruction in the CEO / CFO / MD’s office
6. Provide documentation to requestors in accordance with the document management policy and procedure when requested
7. Manage records of declaration of interest, leave and gift registers
Facilitate Events
1. Receive a request for the facilitation of a conference or strategic session; or
2. A conference or strategic session is arranged in accordance with the annual schedule
3. Filter requests for engagements and determine relevance for referral to the CEO / CFO
4. Analyse the objectives of the event to determine the best approach to be utilised; or
5. Secure the appropriate resources in accordance with the nature of the intervention
1) Venue
2) Accommodation
3) Transport
4) Facilitator
5) Dietary requirements
6) Refreshments
7) Equipment
6. Compile the event material in accordance with the objectives and requests; or
7. Obtain/procure the material from the relevant source/provider
8. Type pre-event material as directed by the Business Manager / Coordinator as applicable and distribute to the attendants prior to the event
9. Evaluate the intervention to ensure that the quality management objectives are achieved
10. Inform the relevant role players of the outcome of the event
11. Document the results of the event for future reference purposes
12. Facilitate events in accordance with policies, procedures, and legal requirements
13. Conclude facilitation actions within the allocated upon time frames
Research
1. Research information as required by CEO / CFO / MD using variety of sources
2. Develop presentations for the CEO / CFO / MD based on research conducted
3. Perform any other research tasks as may be required by the manager
4. Assist the CEO / CFO / MD with special projects as and when they arise
Performance Administration
1. Ensure performance agreements are signed for all direct reports within stipulated time frames
2. Schedule coaching and performance review dates for the year in advance
3. Prepare file for each of the Executive Managers
4. Ensure all relevant evidence / means of verification is included in files
5. Follow up with Executive Managers where necessary
Budget Monitoring
1. Monitors expenditure against budget
2. Track department expenses and report variances to the CEO / CFO
3. Support the Division in co-coordinating expenses
4. Keeps a register of payments made
5. Process invoice payments on the SAP systems
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