Executive Personal Assistant MMH250317-2

Momentum; Centurion; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A leading company in the insurance sector is seeking an experienced administrative assistant to support the Head of the department. The role involves managing schedules, coordinating meetings, and providing administrative support to ensure smooth operations. Ideal candidates will have strong organizational skills and relevant experience in office management.

Qualifications

• 4-8 years' relevant experience in administrative roles.
• Exposure to supporting a manager or team.

Responsibilities

• Manage and coordinate the diary of the Departmental Head.
• Coordinate meetings, workshops, and internal trainings.
• Manage travel arrangements for the department.

Skills

Computer literacy

Budget management

Education

Grade 12 or equivalent qualification

Office administration or equivalent qualification

Tools

Microsoft Office

Job description

Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance to the Head of the department (Line manager), and support the rest of the department with administrative tasks.

Requirements

• Grade 12 or equivalent qualification
• Office administration, secretarial or equivalent qualification
• 4-8 years' relevant experience (essential)
• Exposure to supporting a manager or team (essential)
• Exposure to office management (essential)
• Exposure to the insurance industry (desirable)
• Exposure to events management (desirable)

Knowledge

• Relevant business system (preferred)
• Computer literacy
• Knowledge of Microsoft Office
• Budget management

Duties and Responsibilities

Internal Process

• Proactively manage, coordinate and maintain the diary of the Departmental Head of the business unit.
• Diary coordination with internal and external stakeholders.
• Manage and update BU email groups.
• Coordination and updating of the BU headcount data.
• Coordinate all aspects of meetings, workshops, internal trainings and functions (venue logistics, catering) according to line manager’s requirements, and within budget parameters.
• Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
• Manage travel arrangements for Line manager and the entire department, according to agreed business process and budget parameters.
• Arrange break-aways - Manco, year-end functions, etc.
• In the course of executing administrative tasks, manage files (electronic) to ensure they are kept in order and easily accessible by the manager.
• Coordinate with relevant service providers to resolve housekeeping issues within agreed SLAs.
• Manage the office environment—air conditioning, office space (desks, chairs, etc.).
• Coordinate onboarding of new employees in the BU, including logging Jira profiles and equipment setup.
• Capture all internal and external training within the BU.
• Coordinate all BU-related communication, ensuring it originates from the correct mailbox.

Client

• Provide authoritative advice and expertise to clients and stakeholders.
• Build and maintain relationships with clients and internal/external stakeholders.
• Deliver on service level agreements to manage client expectations.
• Recommend improvements to client service and fair treatment within the area of responsibility.