Job Purpose

Managing correspondence, scheduling meetings, and maintaining the calendar for banking executives.
Organizing and maintaining files, preparing reports, and handling confidential financial information.
Greeting clients, answering phone calls, and directing inquiries to the appropriate departments.
Assisting with travel arrangements, office supplies, and equipment maintenance.
Understanding banking procedures, terminology, and software to support the operations effectively.

Key Result Areas

Ensuring smooth and efficient administrative processes, including managing schedules, handling correspondence, and organizing meetings.
Maintaining accurate and organized records, ensuring all documents are filed correctly and easily accessible.
Providing excellent customer service by greeting clients, answering inquiries, and directing them to the appropriate departments.
Assisting with the preparation of reports, presentations, and other documents related to banking operations.
Ensuring all activities comply with banking regulations and maintaining the confidentiality of sensitive information.

Operating Environment, Framework and Boundaries, Working Relationships

Retail banking operations are often fast paced, requiring quick decision-making and adaptability.
The environment is highly regulated, with strict compliance requirements to ensure the security and integrity of financial transactions.
Adherence to internal policies, procedures, and regulatory guidelines is crucial.
Maintaining the confidentiality of sensitive information is a key boundary.
Clearly defined roles and responsibilities to avoid overlap and ensure efficient operations.
Close collaboration with various departments such as compliance, customer service, and IT.
Regular interaction with senior management to provide updates and receive guidance.
Coordination with external entities like regulatory bodies, vendors, and customers.

Problem Solving

Managing multiple tasks and deadlines simultaneously.
Use tools like calendars, task lists, and project management software to prioritize tasks and ensure timely completion.
Ensuring clear and efficient communication between different departments and external stakeholders.
Develop strong communication skills and use collaboration tools to facilitate smooth information flow.
Keeping up with regulatory changes and ensuring compliance.
Stay informed about regulatory updates and maintain organized records to ensure all activities comply with legal requirements.
Handling large volumes of data accurately and securely.
Implement robust data management systems and follow best practices for data security and accuracy.

Decision Making Authority & Responsibility

Secretaries have the authority to make decisions related to scheduling, organizing meetings, and managing correspondence.
They can implement and suggest improvements to administrative processes to enhance efficiency.
They may decide on the allocation of office supplies and other resources within their purview.
Providing comprehensive administrative support to senior management, including managing calendars, scheduling meetings, and handling correspondence.
Acting as a liaison between different departments and external stakeholders, ensuring clear and efficient communication.
Maintaining and organizing important documents, records, and files to ensure easy retrieval and compliance with regulatory requirements.
Assisting in ensuring that all activities comply with internal policies and external regulations.
Ensuring the confidentiality of sensitive information and maintaining data security.

Knowledge, Skills And Experience

Understanding the fundamentals of retail banking operations, including processes, products, and services.
Familiarity with banking regulations and compliance requirements.
Knowledge of office management and administrative procedures.
Understanding customer service standards and practices.
Ability to manage multiple tasks, prioritize effectively, and maintain organized records.
Strong verbal and written communication skills to interact with internal teams and external stakeholders.
High level of accuracy and attention to detail in handling documents and data.
Ability to identify issues, analyze problems, and implement effective solutions.
Ability to build and maintain positive working relationships with colleagues and customers.
7+ years’ experience in an administrative or secretarial role, preferably within the banking or financial services industry.
Experience working in a regulated environment, ensuring compliance with policies and procedures.

ملخص الوظيفة

Secretary