Executive Personal Assistant

2 weeks ago

Parktown, South Africa Rand Mutual Assurance Full time

**THE JOB AT A GLANCE**

As an Executive Personal Assistant, you will be responsible for supporting and providing the assigned Exco member/s with general administrative and secretarial assistance. You will be responsible for attending to visitors, dealing with enquiries and supplying information to internal/external customers (Board of Directors, Internal Staff and Management). Furthermore, you need to have the ability to keep matters confidential, maintain an authoritative disposition as the “gate-keeper” yet remain humble, well-liked and non-political and an important member of the team.

**WHAT WILL YOU DO?**

**Provide general secretarial support to assigned Executives**
- Travel Arrange meetings/workshops.
- Manage, organise and maintain the diaries of assigned Executives timeously and promptly.
- Meet and greet visitors at all levels of seniority.
- Arrange for flowers to be sent to staff members who have suffered a bereavement or have been hospitalised for more than 3 days.
- Arrange conferences and special functions.
- Order calendars and diaries annually.
- Book meeting rooms and arrange parking as and when necessary.
- Devise and maintain office systems, including data management and filing.

**Manage travelling arrangements**
- Make travel arrangements - including but not limited to arranging visas and accommodation.
- Sign off travel at the end of each month.
- Ensure that travel authorisation forms are completed correctly, signed and approved by the relevant manager.

**End-to end arrangement of management and ad hoc meetings**
- Co-ordinate and arrange MANCO and senior management meetings.
- Prepare and circulate meeting agendas.
- Take accurate and professional minutes during meetings.
- Arrange and supervise catering for all relevant meetings.
- Call special meetings with directors and government officials as and when required by the CFO.
- Produce professional documents, briefing papers, reports, presentations and general correspondence.
- Carry out background research and presenting findings
- Compile monthly medical roster for doctors for circulation in the last week of each month.
- Arrange and co-ordinate operations and medical workshops as and when necessary.
- Collate and distribute month end reports to assigned Executives.

**WHAT YOU'LL BRING TO THE TABLE?**
- Grade 12.
- 3-5 years relevant industry experience.
- Knowledge of administrative and clerical procedures.
- Computer literacy: intermediate level MS Word, Excel, PowerPoint and Outlook Literate and Numerate.
- Knowledge of customer service principles and practices.
- Multilingualism.
- Valid Driver’s License.
- Own transport.

**WHAT WILL YOU GET IN RETURN?**

We offer great opportunities for personal and professional development in a stable company that’s 130 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration.

**Turnaround time**

**Our Commitment to transformation**:

- Grade 12.
- 3-5 years relevant industry experience.
- Knowledge of administrative and clerical procedures.
- Computer literacy: intermediate level MS Word, Excel, PowerPoint and Outlook Literate and Numerate.
- Knowledge of customer service principles and practices.
- Multilingualism.
- Valid Driver’s License.
- Own transport.

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