Executive Assistant

6 months ago

Johannesburg North, South Africa Full Circle HR Full time

**Executive Assistant - Johannesburg North**

Join a dynamic team as an Executive Assistant in the insurance industry, where you'll be the essential support, managing documents, calendars, and confidential information, while also playing a key role in supporting the Managing Director with financial matters and seamlessly adapting to various roles within the organization.

**The Executive Assistant main objectives shall include the following**:

- Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments, and providing daily briefings.
- Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and brokers.
- Conducting research and creating reports on various topics based on the needs of the executive.
- Keeping important information and documents organized physically, and electronically.
- Maintaining a high degree of discretion and confidentiality.
- Getting to understand (thorough knowledge) of what each person is doing in the organisation in order to fill in, if need be, i.e., absenteeism, maternity cover, etc.
- Assisting the MD with financial related matters.

**Key Responsibilities will include the following (not an exhaustive list)**:

- Reporting excellence
- Relationship building with key stakeholders
- Ensure timeous and accurate completion of all administration
- Meet ever-changing and multiple deadlines, managing day-to-day workflow
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD’s ability to effectively lead the company
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Attend meetings and discussions, as required, take minutes, and ensure action item follow-up
- Work with management to keep the MD apprised of all pertinent information such as schedules, opportunities, staff issues, and track needs, priorities, and follow-up of action points
- Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines
- Ensure MD is prepared for upcoming appointments by gathering materials necessary for each meeting
- Consolidate data and edit documents for accuracy
- Ad-Hoc projects and other duties as requested

**Experience**:

- Minimum of 3 years within the insurance industry.
- Minimum of 5 years’ experience within a financial, administrative related role. Must know the difference between a “debit” and “credit”.
- Basic understanding of the FAIS act.

**Education/Qualifications**:

- Matric qualification is a mandatory requirement.
- Tertiary qualification i.e., bachelor’s degree and/or National Diploma in finance and/or accounting (highly beneficial).
- RE (5) is pertinent/vital.
- Should ideally have Class of Business certificate in Provident/Pension Funds.

**Skills**:

- Excellent written and verbal communication skills.
- Persuasive communication and listening skills.
- Friendly personality, with excellent interpersonal skills.
- Resilient spirit and persistent nature.
- Strong analytical skills with a goal-oriented mind.
- Presentation skills.
- Strong Microsoft Office skills i.e., Excel skills to be of a superior level.
- Familiarity with Arctitan, Profida, Everlytic, and SharePoint are beneficial for this role.

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