Personal Assistant

5 months ago

Sandton, South Africa Oneplan Underwriting Managers (Pty) Ltd. Full time

**Main purpose of the job**

**To perform executive/secretarial support functions and administration in the office of the CIO to enable achievement of operational effectiveness and efficiency. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.**

**Perform Personal Assistant and Office Administrator Functions**
- Provide sophisticated calendar management for CIO.
- Prioritize enquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Manage the day-to-day activities of the CIO’s office, make necessary arrangements and representations where the CIO is not available.
- Ensure efficiency in the office of CIO and oversee aesthetics and cleanliness
- Schedule and manage all meetings between stakeholders and clients.
- Ensure there is sufficient office supplies - can be from technical equipment to groceries.
- Oversee repairs and ensure everything is functional.
- Relates to technical installations of servers, security, equipment, cameras and lights.
- Assist with recruitment from time to time.
- Provide info to the dev team in order for tasks to be completed and deadlines are met, basically be the middle man between business and dev.
- Update tickets in meetings to ensure all information is relevant and visible for the business and Devs in real time.
- Ensuring invoices are signed and sent to finance, checking we have been billed correctly from our technical accounts.
- Tech account management and orders
- Liaise with technical contacts and arrange network related maintenance, services and repairs
- Ensure services run smoothly within the IT team as well as communicated across the business accordingly.

**Organisational Efficiency**
- Ensure privacy and confidentiality in the office
- File documentation for ease of retrieval (both electronic and manual)
- Review documents to be submitted to for signature and make necessary recommendations on any amendments to be made to the relevant person, in line with defined processes.
- Ensure all documentation is presented in the correct format for submission
- Advise the Managers on timely and correct submissions of documents
- Submit expenditure claims to HR/finance for processing monthly

**Work collaboratively**
- Manage relationships across the organisation and with external stakeholders.
- Coordinate and expedite follow-up work as may be required i.e., record and circulate tasks to the team and conduct follow-ups in collaboration with Exco
- Build a culture of respect and understanding across the organisation
- Recognise outcomes which resulted from effective collaboration between teams
- Build cooperation and overcome barriers to information sharing, communication and collaboration across the organisation
- Facilitate opportunities to engage and collaborate with internal and external stakeholders to develop joint solutions

**Self-Management**
- Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained
- Plan and prioritise, demonstrating abilities to manage competing demands
- Demonstrate abilities to anticipate and manage change
- Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organizational needs

**Minimum Academic, Professional Qualifications & Experience required for this position**
- Grade 12 essential
- Secretarial qualification preferred
- Minimum 5 years secretarial experience in a senior managerial office

**Functional Competencies**
- Expert proficiency with Microsoft Office
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- Ability to switch gears at a moment’s notice.

**Essential**
- Significant executive support experience, including supporting C-level executives.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, other stakeholders.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.

**Behaviors**
- Energy
- Passion
- Respect for others
- Honest and Fair
- Creativity
- Entrepreneurial Orientation
- Positive Attitude
- Courage
- Tenacity
- Achieves Results

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