Personal Assistant
2 weeks ago
**Introduction**
**Role Purpose**
To provide an effective and efficient administrative, secretarial, and operational assistant function to support the Head of IFA distribution and team.
**Requirements**:
- Matric
- 5 years or more experience as a personal assistant
- MicroSoft Office (Word, Excel, PowerPoint, and Outlook) expert
- Working with intermediaries and their requirements and queries.
**Duties & Responsibilities**
Internal Collaboration:
- Effective and consistent service delivery and support to all internal clients.
Internal Process:
- Ensure queries are escalated and followed up
- Investigation of enquiries
- Resolve all enquiries according to need identified per enquiry including commission queries and payments to stakeholders.
- Inform managers of the status of all enquiries
- Assist with ad-hoc audits/investigations
- Assist in preparing presentations
System Administration:
- Attend to all profile requests
- Arrange access to all systems for new and existing staff
Contract Management:
- Broker agreements administration with MDS as well as ad-hoc payment enquiries.
Budget Management:
- Capturing of the budget
- Monitoring and reporting on the budget monthly and highlight over-spending.
Office Management:
- Attend Manager meetings and take minutes as required
- Minutes of meetings shared
- Order stationery, arrange birthday gifts and decorations
- Distributing ad-hoc MIS reports to brokers houses
Reporting:
- Submit monthly data/stats reports to manager on time and per agreed specifications
Diary management:
- Manage diaries of Head of IFA
- Manage inbox of Head of IFA
- Arrange meetings and refreshments
- Communicate all appointments to relevant parties involved
- Flights and accommodation arrangements for manager and staff
Payments:
- Processing of payments to service providers and employees on the procurement payment system
Travel Arrangements:
- Manage all travel arrangements according to specifications and within the agreed timeframe (Flights, Hotel, and Car Hire)
Values:
- Live the Momentum values
- Value assessment results at an acceptable level
Performance and Development:
- Manage own performance and development by ensuring performance contract in place
- Have quarterly performance review discussion with manager
- Have updated and signed personal development plan in place
- Back-up support for special events coordinated by the communication specialist in Momentum Insure
- Support for special events coordinate on special events/launches
**Competencies**
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