Provincial Personal Assistant

1 week ago

Pretoria, South Africa Momentum Distribution Services Full time

**Introduction**
- Momentum, a financial services provider of choice since 1966, known for its entrepreneurial spirit and innovative culture is committed to wealth creation and preservation, insurance, and income protection for all our clients. We do this through our understanding of the retail insurance, savings, and investment markets in SA.**Disclaimer**
- As an applicant, please verify the legitimacy of this job advert on our company career page.**Role Purpose**
- The role of Provincial Personal Assistant** **is to** **ensure the smooth running of the business by providing effective administrative assistance and support to the Head of Distribution.**Requirements**:
**QUALIFICATIONS AND EXPERIENCE**

**Qualifications**:

- Business Administration degree or relevant degree

**Experience**:

- 3-5 years’ relevant Office administration or Personal assistant experience
- 2 years’ experience in an IFA-related industry would be an advantage
- Experience working in the financial services or insurance industry is an advantage

**Duties & Responsibilities**

**Responsibilities and work output**

**Diary Management and Logistics
- Proactively manage, coordinate, and maintain the diaries.
- Coordinate all aspects of meetings, workshops, and functions (venue logistics, catering) according to leaders' requirements, and within budget parameters.
- Administrative support for meetings and workshops (collate, compile, and distribute agendas, presentations, and minutes within agreed timeframes).
- Manage travel arrangements for the leader, according to agreed business process and budget parameters.
- Order and control refreshments, office supplies, and equipment in line with budget parameters.

**General Administration support
- Perform efficient and accurate process administration functions involving the compiling and arranging of data and administrative function
- Ensure files (paper and electronic) are kept in order and easily accessible by the leader.
- Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
- Coordinate onboarding process for new starters as and when requested
- Monitor and respond to incoming communication on behalf of the leader, where appropriate, ensuring efficiency and timeous response.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
- Maintain electronic filing system

**Competencies**
- **
Deciding and Initiating Action**:Makes prompt, clear decisions, which may involve tough choices or considered risks. Takes responsibility for actions, projects, and people. Takes initiative, acts with confidence, and works under own direction. Initiates and generates activity.
- **
Working with people**: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.
- **
Adhering to principles & values**: Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities, builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.
- **
Relating and Networking**: Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
- **
Persuading & Influencing**: Gains clear agreement and commitment from others by persuading, convincing and negotiating; makes effective use of political processes to influence and persuade others; promotes ideas on behalf of oneself or others; makes a strong personal impact on others; takes care to manage one’s impression on others.
- **
Analysing**: Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system.
- **
Planning & organizing**: Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.
- **
Delivering results & meeting customer expectations**: Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.
- **
Following instructions and procedures**: Appropriately follows instructions from others

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