The Ugandan Jobline

• Manage the diary of the executive, set up
  meetings or to accept meetings requested by others where needed.
• Keenly track and monitor the acceptances and
  declines obtained from the relevant parties that have been invited to
  meetings. Resolve issues independently. Liaise with relevant parties to
  re-schedule any meetings.
• Print all documentation relevant to meetings
  and prepare daily meeting packs and give them to the executive for their
  reference.
• Take minutes of meetings. Ensure that the
  minutes are typed, approved by the meeting chair and distributed to the
  relevant parties within the agreed time period.
• Arrange teleconferences and liaise with the
  stakeholders to secure a dial in pin for the meeting.
• Screen requests for meetings or events to be
  attended by the executive and determine which ones would be appropriate
  for personal attendance and which ones should be delegated to other
  managers in the business unit.

• Arrange venues and catering for any team
  events utilising approved budget.
• Manage the planning and execution of business
  events for the executive such as road shows, employee discussion forums,
  product launches, customer entertainment events and formal functions.
• Develop invitee lists and obtain input from
  the executive and other seniors in the area to validate the list prior to
  using it.
• Manage logistical requirements such as
  transfers to and from venues, parking, access, equipment rentals and
  payments. Call for support from the marketing team for large events.
• Develop the invitations to events and
  roadshows and obtain support from marketing for external events.

• Prepare the agenda for events and roadshows.
• Work closely with exhibitors and speakers and
  ensure they understand the timeframes for their participation as well as
  the contents that are expected from them.
• Offer administrative support to the executive
  
• Prepare the key themes presentations and
  reviews for the executive by researching and packaging detailed content.
  Ensure that presentations are designed to reflect the business unit’s
  brand and executive’s personal style.
• Oversee the management of the executive’s
  office to ensure smooth operations and that resources are available and
  operating effectively.
• Draft communications to be distributed in the
  business on behalf of the executive. Obtain approval prior to
  distribution.
• Develop leave plans for direct reports of the
  executive. Act as delegated approver for leave requests.
• Personally oversee, with support from Human
  Capital, the onboarding of new direct reports in the executive’s team.
• Maintain all confidential filing on behalf of
  the executive.
• The PA will manage office logistics including
  drafting of floor plans and participate in move planning.
• Manage corporate social investment by driving
  the supported causes, nominate participants and arrange match funding.
• Keenly monitor operational expenses and
  support governance processes in the executive team
• Monitor expense budgets on a monthly basis
  and highlight potential issues to the executive.
• Review subordinate expense claims and prepare
  for sign off by the executive.
• Maintain a gift and asset register for cost
  control and compliance purposes.

• Work closely with Bank-approved travel
  agencies to make travel bookings for domestic, regional and international
  trips the executive has to undertake. Ensure that the executive’s
  preferences for hotel accommodation, airlines and transfers is taken into
  account, but within overall Bank travel policy requirements.
• Ensure adherence to travel policy
  requirements in terms of class of travel and types of accommodation.
• Arrange airport and hotel transfers.
• Ensure that the executive is equipped with
  all relevant emergency contact details as well as accommodation and
  transfer contact information. Provide detailed trip itineraries.
• Arrange for the ordering and delivery of
  foreign exchange for locations where corporate credit cards cannot be
  used.

• The applicant for the Stanbic Bank Personal
  Assistant vacancy should hold a Degree in administration
• A minimum of seven years’ experience in
  Office Administration
• A minimum of seven years’ experience in
  Secretarial Services
• Working knowledge of Records and Archive
  Management
• Financial Acumen
• Diary Management
• Financial Acumen

Related Jobs