Executive Assistant

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Job Summary

The Executive Assistant to the Head of Wholesale Banking provides high-level administrative, operational, and administrative support to ensure the effective functioning of the Wholesale Banking leadership office. This role acts as a key liaison between the Head of Wholesale Banking and internal teams, senior executives, clients, and external stakeholders.

Core responsibilities of the role are administrative in nature and a strong focus on driving execution.

Job Description

Support: 

• Manages complex calendars, coordinates meetings and travel, prepares executive-level reports and presentations, and ensures that priorities and deadlines are effectively tracked and met. 

• Support the planning and execution of strategic initiatives, leadership meetings, and key business engagements within the Wholesale Banking division.

• Provide organizational, administrative and logistical support in all aspects of the business in a way that enhances the effective administration management of the organisation.  

• Ensure tracking and follow through of all actions from various Governance Forums.

Strategy Formulation and Execution:

• Understands the CIB strategy and helps develops appropriate solutions to enable execution. 

• Identifies business problems and provides recommendations for improvement. 

• Determines and executes key business initiatives that will drive business operations. 

• Coordinates cross functional teams to improve business planning methods.

Stakeholder Engagement:

• Develops a stakeholder engagement plan that is linked to Absa Bank Mauritius business plan priorities and that identifies the specific requirements of each stakeholder group. 

• Maintains stakeholder relationships through regular communication through the defined lines of communication. 

Executive Support 

• Manages the diary in an efficient manner in line with the priorities, including booking of venues, preparation of relevant meeting materials, arranging travel and taking minutes where required.

• Oversee the planning and execution of office events including town halls, road shows, employee discussion forums, product launches, customer entertainment events and formal functions.

• Prepare presentations for the Head of Wholesale Banking by researching and packaging detailed content. 

• Contribute to the overall communications and events calendar, identifying opportunities & generating ideas to ensure messages are delivered at all events.

Risk, Governance and Control

• Manages the process for handling all issues, queries or complaints received.

• Obtains and validates information; researches and originates replies liaising with relevant stakeholders within the Bank as appropriate and ensuring appropriate resolution. 

• Maintains electronic and manual filing systems adhering to record management guidelines and policies. 

• Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise-Wide Risk Management Framework and internal Absa Policies and Policy Standards.

• Understand and manage risks and risk events (incidents) relevant to the role.

Operational Support:

• As the first point of contact for the Head of Wholesale Banking office, demonstrates professional demeanor and role models the Absa values when interacting with all stakeholders, especially in high pressure situations. 

• Acts as the initial point of entry for escalated client queries. Redistributes the resolution or responds directly to stakeholders where appropriate.

• Takes personal accountability for ensuring all complaints lodged directly with the Head of Wholesale Banking are resolved. 

• Maintains an updated view of priority projects and initiatives and regularly updates on progress, risks and issues. 

• Establish regular team and 1:1 interaction for direct reports on topics including performance, development and general engagement. 

• Manages the general office administration including ordering of stationery, groceries, and restoring printers. 

• Manages travel, cell phone and expense claims including responsibility for controlling signatures, taking policy into account, urgency and effecting timeous forwarding of documents in line with policy.

Preferred Education:

• A Bachelors’ degree in relevant field of study. 

Preferred Experience:

• At least 3 years’ experience in administration/public relations at a senior level.

Knowledge and Skills:

• Approach with focus on the ‘big picture’ but a pragmatic approach to handling issues to manage time split etc.

• Comprehensive understanding of the structure, scope & activities of Absa

• In-depth business awareness and thorough understanding of financial services sector & the communities in which we operate

• Proven ability to understand and identify problems associated with reputational risk and brand impact of issues/situations  

• Good communicator 

• Excellent presentation skills

• Excellent stakeholder management skills 

• Confidence, discretion, and a collaborative mindset

Education

Further Education and Training Certificate (FETC): Office Administration (Required)