Executive Personal Assistant Mmh250317-2

Metropolitan; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading company in the insurance sector seeks an experienced Administrative Assistant to ensure smooth operations within the department. The role involves managing the diary of the Departmental Head, coordinating meetings, and providing comprehensive administrative support. Ideal candidates will have a Grade 12 qualification, relevant experience, and proficiency in Microsoft Office.

Qualifications

• 4-8 years' relevant experience in administrative roles.
• Experience supporting a manager or team is essential.
• Exposure to the insurance industry is desirable.

Responsibilities

• Manage and coordinate the diary of the Departmental Head.
• Coordinate meetings, workshops, and training logistics.
• Provide administrative support and manage travel arrangements.

Skills

Computer literacy

Budget management

Education

Grade 12 or equivalent qualification

Office administration, secretarial 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 of relevant business systems (preferred)
• Computer literacy
• Knowledge of Microsoft Office
• Budget management

Duties and Responsibilities

Internal Process

1. Proactively manage, coordinate and maintain the diary of the Departmental Head of the business unit.
2. Diary coordination with internal and external stakeholders.
3. Manage and update BU email groups.
4. Coordinate and update BU headcount data.
5. Coordinate all aspects of meetings, workshops, internal trainings and functions (venue logistics, catering) according to line manager's requirements, and within budget parameters.
6. Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
7. Manage travel arrangements for Line manager and the entire department, according to agreed business process and budget parameters.
8. Arrange break-aways - Manco, year-end functions, etc.
9. Ensure files (electronic) are kept in order and easily accessible by manager.
10. Manage the office environment - air conditioners, ensure office space is optimal (desks, chairs, etc.).
11. Onboarding of new employees in the BU: coordination of logging Jira's for the profile and equipment set up.
12. Capturing of all internal and external training within the BU.
13. Coordinate all BU related communication and ensure it comes from the correct mailbox.

Client

• Provide authoritative expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and stakeholders to ensure expectations are managed.
• Make recommendations to improve client service and fair treatment within area of responsibility.