Personal Assistant

3 weeks ago

Sandton, South Africa Momentum Metropolitan Holdings Full time

-Introduction

Through our client-facing brands Metropolitan and Momentum, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.
Role Purpose

Support a number of senior professionals and executives in their day-to-day activities, including anticipating and interpreting the requirements in terms of process management, project work and data management.
Requirements
- Grade 12 / NQF Level 4 Qualification
- Diploma in Business Administration or Secretarial will be an advantage
- A minimum of 5 years' experience as an Assistant to Senior leaders and or executive within a large Corporate
- Highly proficient in MS office (excel, Word and PowerPoint)
Duties & Responsibilities
- Handle all administrative and secretarial activities (Internal Process)
- Coordinate all the day - to -day executive functions on behalf of the executive management team and their respective teams
- Provide personal administrative and logístical support to the executive and their teams Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings
- Pro-actively screen incoming calls, correspondence and respond independently where possible
- Capture all training on relevant systems
- Follow up on agenda items and outstanding tasks
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
- Assist with on and off boarding of employees
- Ensure that the executives and team are set up for success
- Keep the teams' data and organograms updated
- Support the flow of information within the manager's 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
- Ensure effective management of sufficient office supplies.
- Accurately escalate client complaints and queries to the relevant department
- Ensure files are kept in order and easily accessible
- Collate, compile and distribute executive packs for important meetings, with a high level of detail orientation to ensure accuracy.
- Add to the executives' efficacy by facilitating ad hoc personal matters efficiently and with high levels of confidentiality
Engage with clients in a client centric manner (Client Services)
- Build and maintain relationships with clients and internal and external stakeholders
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service
- 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)
- Prepare and check invoices and load payments onto the procurement system for approval and conclude process once payment is approved.
- Identify solutions to enhance cost effectiveness and increase operational efficiency
- Manage financial and other company resources under your control with due respect
Competencies
- Business Acumen: Understands how the business operates, what the key issues and risks are that drives business success; and how they impact on the commercial viability of potential ventures and the profitability of the Group.
- Client/ Stakeholder Commitment: Anticipates, meets and exceeds client's needs by creating long lasting relationships that support the client value proposition, supports their financial wellness and ensures client centricity.
- Drive for Results: Drive a sense of urgency, focus, accountability, agility and execution to deliver business results
- Leads Change and Innovation: Actively leads change, does what is right for the business and drives continuous improvement through innovation.
- Collaboration: Prioritises the business interests of MMI and invests in the success of the group by aligning effort across divisions.
- Impact and Influence: Persuades, convinces, influences and inspires others, both within MMI and externally to win support, loyalty and gain commitment to MMH.
- Self-Awareness and Insight: Manages self and relationships with others effectively, deals with ambiguity, uncertainty and pressure, and provides perspective in difficult situations.
- Diversity and Inclusiveness: Is sensitive to individual and cultural differences and demonstrates humility and an opennes

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