| JOB NAME |
Personal Assistant (Midrand)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 143
Date Published:Tuesday, March 16, 2021
Date of Expiration:Sunday, September 12, 2021 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2021/03/25
Reference Number DBS210315-1
Job Title Personal Assistant (Midrand)
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
To provide an efficient and responsive personal assistance and/or administrative organisational and logistical service to the division by helping the Group Executive Transacting to manage and prioritise his or her time while maintaining good relationships with key stakeholders to the office.
KEY RESPONSIBILITIES
1. Drafting correspondence on behalf of the GE Transacting whilst ensuring quality control on all documentation.
2. Maintain and manage the diary of the GE Transacting, schedule appointments, arrange meetings, collect visitors from reception and organise logistics.
3. Receiving, reading, monitoring and responding to e-mails, as and when required Attend general queries made to the GE Transacting office, answer calls and handling of telephonic queries. Ensuring appropriate messages are taken and responded to.
4. Responsible for document flow in and out of the office of the GE Transacting.
5. Managing and reviewing of filing and other office systems to ensure optimal documentation retrieval and storage
6. Liaison with all levels of DBSA employees as well as external clients/contacts, managing the electronic diary including keeping the GE Transacting informed updated as to all diary changes. Keep abreast with the bank’s business conducted by the GE Transacting sufficiently to enter into a pro-active correspondence with stakeholders and thereby maintain communications across a number of fronts to alleviate the GE Transacting from such involvement .
7. Organising and documenting complex travel itineraries including confirmation of all relevant bookings both nationally and/or internationally.
8. Processing all claims upon return from trips in terms of the prevailing S & T procedures/policy. Ensuring an adequate level of stationery is maintained at all times (utilisation of the SAP procurement system).
9. Act as a back-up and/or support to the Executive Co-ordinator. Administration of the GE Transacting’s direct report leave on his or her behalf.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification
A minimum of 10 years secretarial or similar working experience of which 5 years should be at senior management level Experience of successfully working with Senior Management (essential)
Proficient with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).. Microsoft teams and/or any online conference tools Online board pack platforms
Desirable Requirements
Knowledge of efficient and effective office procedures Extensive knowledge of standard secretarial practices and procedures
Written Communication:
1. Is relied on by others to help them write complex technical and non-technical documents and briefs.
2. Is able to determine which aspects of this knowledge area need to be transferred to others in order to achieve organisational goals.
3. Understands that different writing styles are required for different documents or audiences.
4. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
5. Ability to take accurate notes for meetings where required
Reporting:
1. Designs / customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Planning & Organising:
1. Is relied on to help others plan and organise their workload.
2. Uses effectively advanced time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, prioritising and planning
Required Personal Attributes
Customer Service Orientation
1. Makes self fully available, especially when the customer is going through a critical period. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
2. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
3. Is aware of the level of service offered by the competition and provides more for customers than they expect.
Team work & Cooperation
1. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
2. Willingly learns from others.
3. Creates opportunities for knowledge and expertise sharing between all members of the team. Interpersonal understanding
4. Understands emotion (by reading body language, facial expression, and/or tone of voice) what the other person explicitly says about a business or other issue (the other person’s explicit content that goes beyond labelling their emotions).
Decisiveness
1. Acts promptly to address urgent needs, taking quickly those decisions which need to be taken. Assesses available information to reach a clear view of key options and selects the best option at the time.
2. Thinks on their feet when necessary.
Attention To detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors
Flexibility
Changes his/her perception, ideas or alters normal procedures to fit a specific situation to get a job done and/or meet company goals.
Integrity
Takes pride in being trustworthy, serves all equally , respects others and embraces diversity. Is honest in all relations (internal/external relations).
Confidentiality
Act with intergrity on highly confidential matters relating to GE’s office
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English 
FRENCH
