Website NBC
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Job Opportunity: Executive & Legal Administrative Support
Company: National Bank of Commerce (NBC)
Location: Tanzania
Department: Executive Office / Legal Department
About the Company
NBC is the oldest serving bank in Tanzania with over five decades of experience. We provide a comprehensive range of retail, business, corporate, and investment banking, as well as wealth management products and services.
Job Summary
The Executive & Legal Administrative Support role provides high-level administrative and operational support to the Managing Director (MD) and Legal Department. The position ensures smooth coordination, effective communication, and timely execution of tasks. It requires discretion, efficiency, and a proactive approach in managing sensitive and complex administrative functions.
Key Responsibilities
Executive Office Support
- Manage the MD’s calendar, appointments, and meeting schedules
- Coordinate travel arrangements, bookings, and itineraries
- Handle confidential correspondence and documentation
- Screen and prioritize calls, emails, and inquiries
- Prepare briefing materials and meeting agendas
- Draft documents and correspondence as required
- Coordinate meetings and calls with employees, customers, regulators, suppliers, Group, and other stakeholders
- Support management meetings and logistics
- Maintain a contact list for key stakeholders
Legal Department Support
- Track and manage legal notices, demands, and correspondence from external counsel and authorities
- Maintain organized records of legal files, contracts, and compliance documents
- Liaise with lawyers, regulatory bodies, and internal stakeholders on legal matters
- Assist in drafting and formatting legal documents and responses
- Monitor deadlines and ensure timely follow-up
- Coordinate board and shareholder meetings
- Custody and systematic retrieval of legal documents
- Follow up with authorities, courts, agencies, and government offices
- Coordinate department meetings and follow up on agreed actions
- Authenticate and manage receipt of legal documents
Office Administration
- Handle incoming and outgoing mail and courier services
- Maintain filing systems (physical and digital) for both Executive Office and Legal Department
- Organize internal and external meetings, including logistics and documentation
- Support procurement of office supplies
- Coordinate cross-departmental communications and follow-ups
Communication & Coordination
- Serve as first point of contact for inquiries directed to the MD’s office and Legal Department
- Draft professional correspondence, memos, and reports
- Ensure timely dissemination of information and updates
- Maintain confidentiality and professionalism in all interactions
Reporting & Documentation
- Prepare periodic administrative, legal, and executive office status reports
- Maintain dashboards tracking tasks, correspondence, and deadlines
- Support preparation of presentations, briefing notes, and executive summaries
Stakeholder & Relationship Management
- Build productive relationships with internal departments
- Facilitate smooth information flow between Executive Office, Legal Department, and business units
- Coordinate stakeholder engagements, events, and follow-up actions
Issue Management
- Maintain ongoing issues, escalations, and status updates
- Ensure sensitive matters are routed appropriately and handled securely
Process Improvement & Efficiency
- Identify opportunities to optimize administrative processes and workflows
- Continuously assess current practices to identify inefficiencies and gaps
Project Support
- Assist with cross-functional projects led by the Executive Office or Legal Department
- Track project milestones, follow up on action items, and support documentation needs
- Coordinate logistics for project-related meetings and reviews
Key Competencies
- High level of discretion and confidentiality
- Strong organizational and multitasking abilities
- Attention to detail and accuracy
- Professional demeanor and interpersonal skills
- Ability to work independently and under pressure
- Proactive problem-solving and decision-making
Qualifications
- Bachelor’s degree in Business Administration, Law, or related field
- Minimum 2–5 years of experience in executive or legal administrative support
- Familiarity with legal terminology and document handling
- Proficiency in Microsoft Office Suite and calendar management tools
- Excellent written and verbal communication skills
Performance Indicators
- Timeliness and accuracy of administrative tasks
- Responsiveness to inquiries and communications
- Quality of support provided to MD and Legal Department
- Compliance with legal and regulatory timelines
Skills
- Analytical & problem-solving skills
- Organizational and communication skills
- Proficiency in Microsoft Office Suite and project management software
- Strong interpersonal and professional skills
To apply for this job please visit absa.wd3.myworkdayjobs.com.