Administration Assistant

Santam Insurance; Sandton; On-site; ZAR 250,000 - 350,000; Full time

Job summary

A leading insurance company in South Africa is seeking an experienced Administrative Assistant. This role involves managing travel arrangements, assisting with marketing events, and supporting the team with various administrative tasks. The ideal candidate will have 3–5 years of experience, strong problem-solving skills, and attention to detail. This position offers a chance to grow in a dynamic environment.

Qualifications

• 3–5 years of experience as an assistant or in a similar role.
• Ability to handle confidential information with discretion.
• Flexibility to adapt to changing priorities and work under pressure.

Responsibilities

• Manage travel and expense arrangements.
• Prepare project documentation and presentations.
• Assist with internal marketing initiatives and relationship management.
• Coordinate cross-functional teams and facilitate communication.

Skills

Attention to detail

Proactive problem-solving

Event planning and coordination

Basic financial acumen

Job description

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We have an exciting role for an Administrative Assistant within Santam Specialist Solutions.

What will make you successful in this role?

• Travel and expense arrangements.
• Assisting with travel and accommodation.
• Follow up on claim/payment queries when needed.
• Forging strong relationships with internal staff and managers.
• General diary management.
• Prepare briefing materials for meetings and appointments.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Handle confidential information with utmost discretion.
• Prepare project documentation and presentations for stakeholders.

Internal Marketing Initiatives and Campaigns

• Arranging office functions / team buildings and meetings.
• Assisting with co‑ordination of Townhalls and/or Staff or Broker events.
• Assist with internal marketing initiatives where required.
• Help manage relationships with marketing agencies and vendors.
• Help create training materials for the department.
• Support the creation and distribution of marketing materials.
• Monthly budget reconciliation.
• Loading of invoices and making payments through the JDE system.
• Monitor project budgets and resource allocation.
• Assist in preparing and monitoring departmental budgets.
• Process and track expenses, including credit card reconciliations.
• Manage invoice processing and payment approvals.

Office Management

• General ad‑hoc tasks.
• Ordering of stationery and any additional items required by the contact centre.
• Office health and safety.
• Support on IT matters.

Team Support and Communication

• Create and maintain project timelines, task lists, and status reports.
• Coordinate cross‑functional teams and facilitate communication.
• Liaise with the Finance department on budget‑related matters.
• Assist in onboarding new team members.

Qualifications & Experience

• 3–5 years of experience as an assistant or in a similar role.
• Basic understanding of marketing concepts.
• Ability to handle confidential information with discretion.
• Proactive problem‑solving skills and attention to detail.
• Flexibility to adapt to changing priorities and work under pressure.
• Experience in event planning and coordination.
• Basic financial acumen and budgeting skills.
• Administrative related experience.
• RE5 advantageous.

Core Competencies

Being resilient – Contributing independently

Collaborates – Contributing independently

Cultivates innovation – Contributing independently

Customer focus – Contributing independently

Drives results – Contributing independently

Recruitment Process

1. Step 1 – Advertise the vacancy for 3–5 days depending on market availability.
2. Step 2 – Screening of applications (may take a couple of days).
3. Step 3 – Short‑list candidates and forward to the hiring manager for next stage.
4. Step 4 – Telephonic screening interview to clarify candidate details.
5. Step 5 – Competency interview with the panel; interview dates confirmed via e‑mail.
6. Step 6 – Psychometric assessment if required.
7. Step 7 – Second interview with the Head of Department if needed.
8. Step 8 – Onboarding: confirm documents and complete payroll set‑up.

Getting ready for your interview

Interviewing is a two‑way process – it helps us learn about you and it helps you learn about us. Santam has been officially recognised by the Top Employers Institute as a Top Employer 2025 for excellence in people practices – this is the ninth consecutive year that we have achieved this accolade.