Personal Assistant

Guardrisk; Sandton; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A financial services organization in Sandton seeks an Executive Assistant to support the CEO and Executive Team. This role requires managing office operations, coordinating Exco meetings, and maintaining communication with stakeholders. Candidates should possess a Matric and a qualification in Office Administration, and have 5 years of secretarial experience. Proficiency in Microsoft Office and exceptional organizational skills are essential for success in this high-responsibility role.

Qualifications

• 5 years' secretarial experience.
• 3 years' Executive PA assistance to a senior leader in financial/insurance industry.
• High degree of professionalism dealing with diverse groups.

Responsibilities

• Manage administrative activities for the CEO and Exco.
• Coordinate Exco meetings and travel.
• Maintain documentation and assist with special projects.

Skills

Expert proficiency with Microsoft Office

Proficiency in project management tools

Ability to design and edit graphic presentations

Exceptional organizational skills

Education

Matric

Qualification in Office Administration

Job description

Role Purpose

The Executive Assistant to the Exco team is responsible for providing comprehensive support to the CEO and Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Qualifications

• Matric
• Qualification in Office Administration
• Expert proficiency with Microsoft Office in particular MS Teams, Word and PowerPoint
• Proficiency on project management tools / software
• Ability to design and edit graphic presentations

Experience

• 5 years’ secretarial experience
• 3 years Executive PA assistance to a senior leader in a financial/insurance industry
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and other internal and external stakeholders
• Exceptional organizational skills and impeccable attention to detail
• Previous experience in managing deliverables with a high level of integrity and confidentiality

5 Years Exceptional Project Coordination And Planning Experience Essential

Duties and Responsibilities

Effectively manage and execute administrative and secretarial activities

• Work closely with the CEO and Executive (Exco) team to keep them well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate Exco needs in advance of meetings, conferences, etc.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Exco team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exco team style and organization policy.
• Coordinate all Exco meetings and travelling and assist with staff meetings and events as needed.
• Complete a broad variety of administrative tasks that facilitate the Exco members ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations, accurate and timely minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements.
• When in the office, pro‑actively screen incoming calls, correspondence and respond independently where possible.
• Co‑ordinate all the components (logistics, catering, etc.) of events, meetings and functions within budget and specifications.
• Support the flow of information within the Exco office, ensuring that matters requiring their personal attention are handled speedily.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
• Replenish and manage office supplies.
• Accurately escalated client complaints and queries to the relevant department.
• Ensure records are kept in order and easily accessible.
• Collate, compile and distribute documents to the required standards within defined timeframes.
• Attend to ad hoc personal matters.

Engage with clients in a client centric manner (Client Services)

• Effectively communicate at all management levels with clients/ 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.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

Self‑management and teamwork (People)

• 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.

Contribute to financial controls and planning (Finance)

• Control and check expense claims for authorisation.
• Prepare and check invoices and arrange for payments.
• Identify solutions to enhance cost effectiveness and increase operational efficiency.