Personal Assistant - Gauteng MMH250425-6

Role Purpose

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

Requirements

Qualifications
- Matric or equivalent NQF4 qualification
- Office administration, Project Management, Secretarial or equivalent qualification (preferable)

Experience
- At least 5 years’ experience as an Assistant to an Executive with exposure to managing events and projects (Essential)
- Exposure to the insurance industry (desirable)
- Exposure to supporting a manager or team (desirable)
- 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 line manager.
- Coordinate all aspects of meetings, workshops, and functions (venue logistics, catering) according to manager’s requirements and within budget parameters.
- Provide administrative support for meetings and workshops (collate, compile, and distribute agendas, presentations, minutes within agreed timeframes).
- Manage travel arrangements, according to agreed business process and budget parameters.
- Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorized judgment.
- 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 the 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 the line manager, where appropriate, ensuring efficiency and timely responses.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.

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 manage expectations.
- Make recommendations to improve client service and fair treatment within the area of responsibility.

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

Finance
- Manage and reconcile expenses in line with the allocated budget and within policy guidelines.
- Contribute to the financial planning process within the area.
- Identify opportunities to enhance cost-effectiveness and operational efficiency.
- Manage financial and other resources with due respect.
- Provide input into risk identification processes and communicate recommendations appropriately.

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