Executive Personal Assistant

2 days ago

Pretoria, 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.

We help people grow their savings, protect what matters to them and invest for the future. We help companies
and organisations care for and reward their employees and members. Through our own network of advisers or via
independent brokers and utilising new platforms Momentum Metropolitan provides practical financial solutions
Role Purpose

Responsible for the directing of workflow, decision making and overall planning and management of the executive office.
Requirements
- Matric or equivalent
- Post matric qualification in office admin or related (preferred)
- 5 years executive secretarial experience
- 2 - 3 years Office administration management
Duties & Responsibilities
- Ensure effective management support of office operations and procedures in order to ensure effectiveness and efficiency
- Optimize operational and time efficiency of the business leader.
- Manage the business leader by managing output, workflow and office deadlines
- Support diary management activities of the business leader to effectively manage and optimise time.
- Manage detailed travel arrangements and compile all the relevant documentation for travel-related meetings
- Pro-actively screen incoming calls, correspondence and respond independently where possible
- Oversee 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
- Support the flow of information and proper record keeping (i.e. files are kept in order and easily accessible) and 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
- Provide support to enable the department to control costs and effect governance requirements (i.e. management of office supplies)
- Escalate client complaints and queries to the relevant department
- Collate, compile and distribute documents to the required standards within defined time-frames
- On a monthly basis, review departmental budget reports obtained from Finance.
- Build and maintain relationships with clients and internal and external stakeholders
- Create partnerships with relevant stakeholders in order to understand business priorities and requirements.
- Develop service level agreements and standards across all touch points in order to ensure that all stakeholders receive clear and accurate information and are kept informed at all times
- Drive efforts to improve service to all stakeholders and fair treatment within area of responsibility
- Establish productive, professional relationships with key stakeholders in the various networks.
- Create a positive work climate and culture to energise employees, minimise work disruption and maximise employee productivity.
- Demonstrate exemplary leadership behaviour in line with vital behaviours through personal involvement, commitment and dedication in support of organisational values.
- Drive a culture that guides and directs best practice, fostering an environment of continuous learning, improvement and cohesiveness.
- Identify own growth and development needs and schedule interventions to enable ongoing development, training and personal growth.
- Effectively drive performance excellence within the team in order to ensure business objectives are achieved by setting team goals and having regular dialogue to achieve balanced scorecard objectives.
- Manage financial and other company resources under your control with due respect
- Participate in the effectiveness of financial policy, practice and procedures preventing illegal, unethical or improper conduct.
Competencies
Interacting with People : Is lively and projects enthusiasm is talkative in making contact is focused on interacting and networking with people, Making Decisions : Is determined and decides on actions willingly assumes responsibility is definitive and stands by own decisions, Showing Composure : Stays calm and relaxed during events is not worried and tolerates stress levels is composed in dealing with pressure, Embracing Change : Copes with change and variety tolerates uncertainty and ambiguity adapts to new challenges, Team Working : Works participatively with others is democratic and encourages team contributions collaboratively involves others in decision:making, Meeting Timescales : Is target focused and meets deadlines is punctual and keeps to schedule is reliable in finishing tasks, Checking Things : Is meticulous in finding errors ensures accuracy by being thorough

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