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Company Name: First National Bank - Rand Merchant Bank
Dates of employment: 1998 - Present
Position: Executive Assistant/Project Administration
? Full diary management, meeting scheduling and email
? Updating Emergency contact details of staff
? Update birthday list and send out birthday wishes to relevant staff
? Organize parking for meetings/trainings/seminars at Bankcity
? Putting together exco/ meeting packs
? Set up meetings, send out agenda, follow-up action requests and distribute minutes
? Preparing and capturing of invoice on PSM/IMPS
? Ordering of Laptops, Desk Tops, Licenses, and software for computers.
? Monitoring 3G, telephone bills, and parking charge outs.
? Capturing the relevant travel requirements i.e. airfares, accommodation.
? Filing of all invoices, claims, GRV's, all documents that need to be filed.
? Keeping of all records for Internal Audit
? Manage ad hock projects
? Ensure all Exco Members & PA's are aware of major projects
? Time management
? Work well under pressure
? No supervision required when working
? Fast learner
? People skills
? Communication skills
? Project Administration
? Coordinator
? Coordinate communication services; prepare fax, copies, scan, file and other documents
? Communicate & interact with clients & staff
? To record and maintain the minutes of key meetings when required
? Research and listing of documents, correspondence, faxes, and filing as and when needed
? To greet customers and senior members of the company at reception
? To provide assistance to staff members like answering, receiving phone calls and taking messages;
? To ensure the front desk area, boardrooms and coffee area are clean and in tidy order
? To ensure boardroom is set, necessary equipment is in working order for executive board meetings
? Arrange travel and accommodation as and when needed
? Provide assistance in preparing documents, reports, training material etc
? Arrange tea, coffee and refreshments upon request for meetings, special events etc
? To maintain the supply of office requisites such as paper, stationary etc
? Update and maintain mailing lists of staff - work closely with HR
? Participate in special events planning and preparation, along with contacting and managing volunteers for social clubs
? Assist with creation of flyers, special event notices, tickets etc.
? Assist at events, including setting up, breaking down and other tasks as needed
? Perform clerical duties for events (RSVP lists, task lists, action lists, thank-you' s, etc.)
? Assist with creation of displays and notice boards and updating thereof
? GL monitoring and verification - sign-off on EOS
? Raising queries and investigating irregular costs to BU - Finance, Buy-it, PSM, Leases, Telephony and other costs.
? Capturing of invoices on IPS system and controlling of payments - Maintaining up to date records of all payments and dealing with any queries arising.
? Request copies of invoices from the PSM system.
? GRV all orders on "My Market" upon receipt of goods
? Process all staff expenses claim forms
? Management of expenses against budgets (stationery, refreshments)
? Timeous payments of invoices
? Management of Cost Centre, ensuring accuracy, follow up on queries and reporting on variances to Ops Manager.
Operations