Executive Assistant - Western Cape (PFA) MMH261009-1

Metropolitan; Bellville; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Metropolitan seeks an organized administrator to provide effective support to the Regional Manager. You will manage the diary, coordinate meetings, travel, and ensure timely delivery of admin duties.

With Grade 12 and office administration qualifications, plus 3-4 years’ experience in a similar role, preferably in insurance, you will build strong relationships with clients and stakeholders while maintaining records and budgets.

Qualifications

• Grade 12 or equivalent educational qualification.
• Office administration or secretarial qualification.
• 3-4 years of relevant experience essential.
• Exposure to supporting a manager or team desirable.
• Exposure to the insurance industry essential.

Responsibilities

• Proactively manage and maintain the line manager's diary.
• Coordinate meetings, venues, catering and functions within budget parameters.
• Provide administrative support for meetings (agendas, presentations, minutes).
• Arrange travel for the manager within budget parameters.
• Manage incoming calls and correspondence with independent judgement.
• Order refreshments, office supplies and equipment within budget parameters.
• Maintain orderly paper and electronic files for the manager.
• Prepare invoices and arrange payments per SLA.
• Ensure office equipment is regularly maintained by service providers.
• Escalate faults and housekeeping issues with service providers within SLAs.
• Provide authoritative advice to clients and stakeholders.
• Build and maintain relationships with clients and internal/external stakeholders.
• Deliver on service level agreements with clients and stakeholders.
• Make recommendations to improve client service and fair treatment.
• Participate in a culture of rewarding relationships and exceptional client service.
• Develop and maintain collaborative relationships with peers and stakeholders.
• Influence change initiatives and continuous improvement.
• Continuously develop professional knowledge in terms of industry/legislation.
• Contribute to innovation and implement new ideas.
• Take ownership for career development.
• Manage and reconcile expenses within budget and policy guidelines.
• Contribute to financial planning within area.
• Identify opportunities to enhance cost effectiveness and efficiency.
• Manage resources with due respect.
• Provide input into risk identification processes.

Skills

3-4 years' experience

Support a manager

Insurance industry exposure

Education

Grade 12 or equivalent

Office administration/secretarial qualification

Job description

Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance to the Regional Manager.

Requirements

• Grade 12 or equivalent qualification
• Office administration, secretarial or equivalent qualification
• 3-4 years' relevant experience (essential)
• Exposure to supporting a manager or team (desirable)
• Exposure to the insurance industry (essential)

Duties and Responsibilities

INTERNAL PROCESS

• Proactively manage, coordinate and maintain the diary of the line manager.
• Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to 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 manager, according to agreed business process and budget parameters.
• Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorised judgement.
• Order and control refreshments, office supplies and equipment, ensuring enough stock is always available, in line with budget parameters.
• Ensure files (paper and electronic) are kept in order and easily accessible by manager.
• Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
• Ensure office equipment is regularly maintained by relevant service providers.
• Monitor and respond to incoming communication on behalf of line manager, where appropriate, ensuring efficiency and timeous response.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.

CLIENTS

• 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 internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.

PEOPLE

• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.

FINANCE

• Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.