Team Assistant - (Quality Management & Customer Service)

Rand Mutual - RMA; Parktown (NC); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Flexible work arrangements

Job summary

Rand Mutual Assurance seeks a proactive Team Assistant to support the Head of Quality Management and the Head of Customer Service. You will ensure efficient delivery of departmental services through skilled administration and coordination.

You will manage diaries, coordinate meetings, draft minutes, prepare reports, and handle travel and budgeting tasks. A Diploma in Office Administration and 2–3 years of experience are preferred, with flexible work options offered.

Qualifications

• Grade 12/Matric is required.
• Diploma in Office Administration adds advantage.
• 2–3 years' experience assisting teams or executives.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Heads.
• Manage diaries, calendars, and coordinate appointments and meetings.
• Prepare agendas, distribute inputs, and compile Exco packs.
• Attend meetings, take minutes, and circulate actions timely.
• Prepare reports, presentations, and general correspondence.
• Coordinate travel arrangements and end-to-end travel planning.
• Monitor deadlines, processes invoices, and manage budgets.

Skills

Organizational skills

Time management

Verbal & written communication

Customer service orientation

Confidential records handling

Event coordination

Education

Grade 12 / Matric

Diploma in Office Administration

Job description

THE JOB AT A GLANCE

As a Team Assistant, you will work closely with the Head of Quality Management and the Head of Customer Service, providing comprehensive administrative support to help ensure the effective, efficient and seamless delivery of departmental services.

Job Description

THE JOB AT A GLANCE

As a Team Assistant, you will work closely with the Head of Quality Management and the Head of Customer Service, providing comprehensive administrative support to help ensure the effective, efficient and seamless delivery of departmental services.

What You Will Do

Provide comprehensive secretarial and administrative support to the assigned Heads

• Manage the diaries and calendars of the assigned Heads of Department, including scheduling, prioritizing, and coordinating appointments, meetings, and commitments
• Arrange, coordinate, and provide administrative support for departmental, executive, and committee meetings
• Prepare meeting agendas, coordinate inputs, compile and distribute Exco packs and other meeting materials within agreed timelines
• Attend meetings, take accurate minutes, record decisions and action items, and circulate minutes and follow-up actions within agreed timelines
• Compile, format, and circulate monthly reports, management information, presentations, and other departmental submissions
• Draft and format reports, letters, presentations, circulars, agendas, minutes, and general correspondence
• Coordinate the preparation and submission of executive and departmental packs, ensuring that information is complete, accurate, and submitted on time
• Monitor and follow up on outstanding actions, deadlines, and deliverables arising from meetings and departmental activities
• Handle, coordinate, and respond to departmental queries, referring matters to the appropriate person when necessary
• Maintain organized electronic and hard-copy filing systems and ensure that confidential records and correspondence are managed appropriately

General Administrative Duties

• Manage end-to-end travel arrangements for the assigned Head of Department, including itineraries, bookings, logistics, and related administrative requirements
• Coordinate and process all financial and budget requests for review, approval, and sign-off
• Support effective budget control by monitoring expenditure, maintaining accurate records, and escalating variances where appropriate
• Monitor and follow up on departmental deadlines and deliverables by issuing and tracking electronic task requests
• Maintain an accurate diary of committee circulars, submissions, and key deadlines, ensuring timely action and compliance
• Manage, maintain, and organise departmental documentation in accordance with established administrative and confidentiality requirements
• Coordinate the collation, quality assurance, uploading, and timely submission of monthly Exco reports and quarterly Advisory Board reports
• Coordinate the booking and preparation of meeting rooms and related facilities as required
• Manage stationery requirements, including the coordination and tracking of departmental orders
• Manage invoices and Opex administration, ensuring accurate processing, record-keeping, and timely resolution of queries
• Provide comprehensive administrative and project coordination support, including the planning and execution of project logistics
• Support the planning, coordination, and execution of departmental events and related logistical activities

What You Will Get In Return

We offer great opportunities for personal and professional development in a stable company that’s 132 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration.

Turnaround time

The shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers. Kindly note that should you not receive a response within 21 days please consider your application unsuccessful.

Closing date: 14th October 2026

Closing date: 14th October 2026

Our Commitment to transformation:

In accordance with the employment equity plan of Rand Mutual Assurance and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups.

Job Requirements

What You'll Bring To The Table

• Grade 12 qualification/Matric Certificate required
• Diploma in Office Administration, Secretarial Studies or Project Management will be an added advantage
• At least 2–3 years of proven experience supporting teams or executives as a Team Assistant, Personal Assistant or Project/Event Coordinator
• Demonstrated experience managing invoices, operating expenses and related financial administration
• Strong organizational and time-management skills, with the ability to prioritize competing demands and consistently meet deadlines
• Practical experience coordinating and delivering professional events and managing related logistics
• The ability to remain calm, focused, and effective under pressure
• Exceptional attention to detail, accuracy, and follow-through
• Excellent verbal and written communication skills, with the confidence to engage professionally at all levels
• A polished, professional personal presentation and a consistently professional approach
• A strong customer-service orientation and a commitment to delivering responsive, high-quality support
• Strong information-management skills, including the ability to handle, organize, and maintain confidential records
• Excellent planning and organizational capabilities, with a proactive approach to coordinating multiple priorities.