Background

To provide comprehensive, confidential and proactive administrative and secretarial support to the Managing Director, ensuring the smooth and efficient running of the executive office and enabling effective decision making, risk management and regulatory compliance.

SUMMARY OF THE KEY DUTIES AND RESPONSIBILITIES

General objective of the position

Provide comprehensive administrative, secretarial and diary management support to the Managing Director. Serve as a trusted gatekeeper and liaison between the Managing Director, the Board, regulators, and internal and external stakeholders.

Area of responsibilities

Manage and coordinate the Managing Director’s calendar, prioritising meetings, appointments and engagements, and proactively resolving scheduling conflicts. Draft, proofread and manage correspondence, reports, memos and presentations on behalf of the Managing Director. Prepare agendas, collate board packs, and take accurate minutes for executive and board-level meetings, following up on action points. Organise domestic and international travel itineraries, visas, accommodation and transport, and prepare related expense reports. Handle sensitive financial, HR and strategic information with the utmost discretion, ensuring compliance with the bank’s confidentiality and data protection policies. Maintain secure and accurate filing systems for both physical and electronic executive records, contracts and correspondence. Act as the first point of contact for internal departments, clients, regulators and external partners, ensuring effective communication and timely follow-up. Liaise with Compliance, Risk, Legal and Finance departments to gather information or documentation required by the Managing Director. Organise internal events, client functions and off-site meetings, and manage office supplies and vendor relationships for the executive office. Attend to any other duties as may be assigned by the supervisor.

KEY COMPETENCIES REQUIRED AND ACADEMIC BACKGROUND

(Knowledge, skills, qualifications and experience required for a satisfactory job performance)

A: Required Qualifications ProfessionalDevelopment Courses

A university degree in Business Administration, Secretarial Studies, or a related field. A certification in Executive/Personal Assistant training is an added advantage. A diploma or certificate in Business Administration or Secretarial Studies.

B: Required Experience:

Minimum of 2-3 years of experience as a Personal Assistant/Executive Assistant to senior management, preferably within banking or financial services.

C: Required knowledge and skills

Sound understanding of corporate governance and banking industry protocols. Proficiency in MS Office Suite and banking systems/tools. Excellent written and verbal communication skills. Strong organisational and time-management skills, with the ability to multitask under pressure.

• Manage and coordinate the Managing Director’s calendar, prioritising meetings, appointments and engagements, and proactively resolving scheduling conflicts.
• Draft, proofread and manage correspondence, reports, memos and presentations on behalf of the Managing Director.
• Prepare agendas, collate board packs, and take accurate minutes for executive and board-level meetings, following up on action points.
• Organise domestic and international travel itineraries, visas, accommodation and transport, and prepare related expense reports.
• Handle sensitive financial, HR and strategic information with the utmost discretion, ensuring compliance with the bank’s confidentiality and data protection policies.
• Maintain secure and accurate filing systems for both physical and electronic executive records, contracts and correspondence.
• Act as the first point of contact for internal departments, clients, regulators and external partners, ensuring effective communication and timely follow-up.
• Liaise with Compliance, Risk, Legal and Finance departments to gather information or documentation required by the Managing Director.
• Organise internal events, client functions and off-site meetings, and manage office supplies and vendor relationships for the executive office.
• Attend to any other duties as may be assigned by the supervisor.

• Sound understanding of corporate governance and banking industry protocols.
• Proficiency in MS Office Suite and banking systems/tools.
• Excellent written and verbal communication skills.
• Strong organisational and time-management skills, with the ability to multitask under pressure.

• A university degree in Business Administration, Secretarial Studies, or a related field.
• A certification in Executive/Personal Assistant training is an added advantage.
• A diploma or certificate in Business Administration or Secretarial Studies.