Executive Personal Assistant

2 weeks ago

Cape Town, South Africa Metropolitan Life Full time

**Introduction**

Metropolitan is one of the oldest financial services brands in South Africa. With a 125-year legacy of serving the communities in which it operates, Metropolitan represents true empowerment in serving Africa’s people through affordable financial solutions that create financial growth and security.

Metropolitan provides financial wellness solutions that meet the needs of low-income clients, including funeral insurance, health, savings, hospital cash-back cover, retirement solutions and life insurance.

**Role Purpose**

Provide an effective and efficient administrative, secretarial and operational assistant function to support the manager and department.

**Requirements**:

- Matric
- PA Diploma or Certification
- At least 5 years’ Secretarial/PA experience
- MS Office proficiency

**Duties & Responsibilities**

**INTERNAL PROCESS**:

- Corresponding on behalf of the Executive, prioritising, setting up meetings and delegating work to others in the managers absence
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings
- Pro-actively screen incoming calls, correspondence and respond independently where appropriate
- Monitoring and updating DL lists
- Networking and Liaising with clients and staff
- Co-ordinator between Executive and his direct reports
- 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
- Support the flow of information within the manager’s office, ensuring that matters requiring their personal attention are handled speedily
- Escalade faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
- Order and control office supplies including stationery
- Accurately escalate client complaints and queries to the relevant department
- Ensure files are kept in order and easily accessible
- Collate, compile and distribute documents to the required standards within defined time-frames
- Monthly update of PeopleSoft Hierarchy
- Co-ordinator of team building sessions, conferences and events
- Order gifts and flowers for employees
- Mini project management administration on behalf of the Executive and his Exco (Recording of Minutes and up-keep of Action log; Remind Exco of action items and follow up on outstanding tasks)
- Attend to ad hoc personal matters

**CLIENT SERVICES**:

- Provide authoritative, expertise and advice to clients and stakeholders
- Build and maintain relationships with clients and internal and external stakeholders
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
- Make recommendations to improve client service and fair treatment of clients within area of responsibility
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service

**PEOPLE**:

- 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

**FINANCE**:

- Contribute to the financial planning process within area
- Identify opportunities to enhance cost effectiveness and increase operational efficiency
- Manage financial and other company resources under your control with due respect
- Provide input into the risk identification processes and communicate recommendations in the appropriate forum

**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 Metropolitan Life and invests in the success of the group by aligning effort across divisions.

**Impact and Influence**:Persuades, convinces, influences and inspires others, both within Metropolitan Life and externally to win support, loyalty and gain commitment to the purpo

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