Standard Bank Vacancy Application Details

Overview

Job Details

Manage the executive’s schedule of meetings

• Proactively manage the diary of the executive, set up meetings as requested. Review the diary requests

with the executive on a daily basis to determine which meetings should be accepted, delegated or
declined.

• Track and monitor the acceptances and declines obtained from parties that have been invited to the

meetings requested by the executive. Resolve attendance issues. Liaise with relevant parties to
reschedule any meetings.

• On a daily basis, print meeting documents and packs and provide them to the executive for their

reference, or ensure that the packs are available in electronic format if the executive uses a mobile
device (such as iPad).

• Take minutes of meetings on request. Ensure that the minutes are approved by the meeting chair and

distributed to the relevant parties within the agreed time period.

• Arrange teleconferences and video conferences and liaise with internal service provides to obtain dial in

details.

• Arrange refreshments for meetings on request from the executive.

Manage all travel arrangements including transfer, accommodation and flights

• Liaise with bank-approved travel agencies to obtain quotes and proposals for travel bookings for

domestic, regional and international trips the executive is required to make. Present the options to the
executive for decision making. Complete the bookings and follow up to ensure that all the items are
correct.

• Determine the visa requirements for regional or international trips and ensure that the executive has the

right documentation and appointments to obtain visas in good time.

• Adhere to the bank’s travel policy in relation to class of travel and hotel accommodation.
• Arrange transfers to and from airports to ensure minimum disruption to the executive’s schedule.
• Ensure the executive is equipped with all relevant emergency numbers and contact numbers of hosts as

well as accommodation and transfer companies.

• Provide the executive with a detailed itinerary prior to each trip.

Provide administrative support to the executive

• Take care of parking arrangements and access control for external visitors. For buildings that require it,

personally collect external visitors from the reception area.

• Develop leave plans for direct reports of the executive.
• If requested, act as delegated approver for leave requests and other items created on Employee Self

Service by direct reports.

• Together with Human Capital teams, arrange smooth onboarding of new direct reports in the executive’s

team. Ensure that building access is arranged ahead of time and that equipment (computer, phone,
connectivity) is delivered prior to their start date.

• Support the exit process for direct reports by ensuring that all their equipment, access cards and other

bank items are collected on the last day of work.

• Maintain all confidential filing in behalf of the executive. This could include client files and employee files.
• Review incoming emails into the executive’s mailbox and flag for follow-up or redirect to other members

of the team to act on.

• Order stationery for the deparment, control stationery stock and proactively order high usage items.
• Participate in the planning of desk allocations. Plan and support relocations in collaboration with the

facilities management teams.
Provide support to enable the department to control costs and effect governance requirements

• Review expense claims prepared by the executive’s direct reports by comparing the supporting

documents to the claim form. Highlight any out of policy expenses to the direct report. Present the
expense claims to the executive for approval.

• For purchases required in the department, prepare the shopping carts or purchase orders. Obtain

approval before submitting to suppliers.

• On a monthly basis, review departmental budget reports obtained from Finance. Highlight concerns with

specific line items for the executive to attend to.

• Support compliance processes by maintaining registers of gifts received as well as any other supporting

documents as required by Compliance.