Personal Assistant

5 months ago

Sandton, South Africa Guardrisk Full time

**Introduction**
- The Executive Assistant to the Non-Life Cell Captive team is responsible for providing comprehensive support to the Head: CRS & Mining Rehab andExecutive: Cell Captive and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.**Role Purpose**
- The Executive Assistant to the Non-Life Cell Captive team is responsible for providing comprehensive support to the Head: CRS & Mining Rehab andExecutive: Cell Captive and supporting the management of the general office operations. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.**Requirements**:

- Completed matric
- Qualification in office administration/ related preferred
- Expert proficiency with Microsoft Office in particular MS Teams, Word and Powerpoint
- Proficiency on project management tools/ software preferred
- Ability to design and edit graphic presentations preferred
- At least 5 years’ secretarial experience
- At least 3 years executive PA assistance to a senior leader in a financial/ insurance industry
- High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff and other internal and external stakeholders
- Exceptional organizational skills and impeccable attention to detail
- At least 5 years exceptional project coordination and planning experience essential
- Previous experience in managing deliverables with a high level of integrity and confidentiality

**Duties & Responsibilities**
- Work closely with the Head: CRS & Mining Rehab and/ Executive: Cell Captive to keep them well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate CRS & Mining Rehab team needs in advance of meetings, conferences, etc
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CRS & Mining Rehab team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CRS & Mining Rehab team style and organization policy
- Coordinate all CRS & Mining Rehab meetings and travelling and assist with staff meetings and events as needed
- Complete a broad variety of administrative tasks that facilitate the CRS & Mining Rehab members ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations
- Complie accurate and timeous minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements
- When in the office, pro-actively screen incoming calls, correspondence and respond independently where possible
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Support the flow of information within the CRS & Mining Rehab 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
- Replenish and manage office supplies
- Accurately escalate client complaints and queries to the relevant department
- Ensure records are kept in order and easily accessible
- Collate, compile and distribute documents to the required standards within defined timeframes
- Attend to personal adhoc matters
- Effectively communicate at all management levels with clients/ 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
- 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
- Control and check expense claims for authorisation
- Prepare and check invoices and arrange for payments
- Identify solutions to enhance cost effectiveness and increase operational efficiency

**Competen

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