Executive Assistant: Chief Technology and Operations Officer

Job Description

The Land and Agricultural Development Bank of South Africa (Land Bank) is seeking an Executive Assistant to provide secretarial and administrative support to the Chief Technology and Operations Officer (CTOO). The role involves managing schedules, coordinating divisional activities, handling correspondence, and facilitating events to support the CTOO’s office and the IT and Operations Division.

Requirements

• Post matric qualification / Diploma in Office Administration or Secretarial
• 3–5 years’ experience as a Personal Assistant at Executive/Chief level
• Approximately 3 years’ experience as a Personal Assistant
• Knowledge of Policies and Procedures
• Executive/Chief Office Management
• Proficiency in Microsoft Office
• Records and document management
• Knowledge of PFMA
• Knowledge of Land Bank Act
• Project Coordination skills

Responsibilities

• Organise CTOO’s schedule, appointments and ensure there are no conflicting appointments in the diary
• Attend to telephone calls for the CTOO’s office, take appropriate actions, take messages, and/or re-route calls
• Co-ordinate and arrange CTOO business travel trips and ensure itinerary is made available to CTOO prior to trips
• Redirect correspondence, prioritize issues, and discuss with the CTOO
• Maintain files, records, and documents in the CTOO office
• Act as the primary contact in the CTOO’s office
• Provide secretarial support in meetings chaired by the CTOO
• Plan and schedule meetings for the CTOO
• Draft and distribute the agenda after approval by the CTOO
• Distribute the minutes and task list after the meeting, follow up on task list, and follow through with respective members of the meeting
• Develop and manage relationships with other Divisions
• Liaise with other Divisions, collect information from Division’s Management team, and collate reports ensuring accuracy and timely submission
• Distribute correspondence in and out from the office of the CTOO
• Track Divisions expenses and report variances to the CTOO
• Support the Divisions Manco in coordinating their expenses as and when required
• Co-ordinate internal and external meeting requests
• Prepare agenda in consultation with CTOO
• Distribute the agenda and documents for the meeting
• Source appropriate venues and manage bookings
• Make all equipment for meetings available
• Take minutes of the meeting, draft minutes for the CTOO to edit, and distribute the minutes after approval
• Arrange visitors parking prior to arrival
• Meet and greet visitors and offer refreshments
• Ensure visitors have registered at reception on arrival
• Distribute all necessary documentation to the visitor prior to the meeting
• Co-ordinate all internal attendees for the meeting
• Register on receipt of hard copy documents and distribute accordingly
• Type documents for authorisation, including memos, letters, submissions, travel requests, requests for payments, and petty cash
• Take stock of and order stationery`'s`ationery to maintain an adequate supply of stationery items for the Division
• Archive the documentation in accordance with policies and procedures
• Provide documentation to requestors in accordance with the document management policy and procedure when requested
• Receive a request for the arrangement of a conference or strategic session, or arrange in accordance with the annual schedule
• Filter requests for engagements and determine relevance for referral to the CTOO
• Manage RSVPs or correspondence declining invitations
• Analyse the objectives of the event to determine the best approach to be utilised
• Facilitate the securing of appropriate resources in conjunction with travel and events to support the event
• Monitor expenditure against budget
• Support the Division in coordinating expenses
• Keep a register of payments made in P&C Division
• Process invoice payments on the SAP systems