Executive Assistant: Corporate Affairs and Sustainability

**Who are we?**

Sanlam was established as a life insurance company in South Africa but has since transformed into a diversified financial services group that operates across the African continent, India, Malaysia and selected developed markets, with listings on the Johannesburg, A2X and Namibian stock exchanges. In 2018 the Group celebrated its centenary as well as 20 years since demutualisation and listing in South Africa and Namibia. Sanlam is one of the largest internationally active insurance groups in the world with a presence in 31 countries and has the biggest non-banking financial services footprint on the African continent.

The Group's five business clusters (Sanlam Fintech, Sanlam Life and Savings, Sanlam Investment Group, Sanlam Allianz and Santam) house the Group's business operations. The Group Office provides strategic direction and support to the five clusters, assisting them in realising their strategies and meeting their business objectives. The Group Office is responsible for governance and for the Group's centralised functions, which include: Finance, Actuarial, Risk and Balance Sheet Management, Strategy, Human Capital, Corporate Affairs and Sustainability.

**What will you do?**

**What will make you successful in this role?**

**Secretarial support to an Executive**:

- Proactive diary management.
- Ensure managers are equipped with necessary documentation to proceed with meetings.
- Screen incoming calls and correspondence, responding independently, on behalf of the executive, where possible.
- Clearing executive’s mailbox, as guided.
- Preparation and support with PowerPoint presentations.
- English language editing support
- Responsible for arranging events or conferences by arranging facilities and catering, issuing information or invitations, coordinating speakers.
- Preparing records such as agendas, notices, minutes, and resolutions for corporate meetings.
- Responsible for arranging travel plans and itineraries, and compiles documents for travel-related meetings.
- Organise and maintain office filing of documents.

**Administration**:

- Source required information requested by manager.
- Support manager(s) with all Corporate Affairs and Sustainability actions on myWorkspace.
- Arrange and manage payment of invoices.
- Sanlam credit card and cellphone administration.
- Taking of minutes and responsible for managing follow-ups where required.
- Adhoc requests, and some may include supporting the executive with minor personal admin.

**General Office Management**:

- Act as an office manager by keeping up with office supply inventory.
- Management of the storeroom, office equipment and general kitchen facilities.
- Support to a larger office environment - Office management to a broader team.

**International and national travel and accommodation arrangements**
- Research valuable information on international destinations on behalf of manager(s).
- Provide a well-documented travel itinerary in advance.

**Qualification and Experience**
- Grade 12 and relevant Diploma/Certificate with 6-8 years related experience in supporting executives in a large corporate.

**Additional requirements**
- Be confident to engage with other Group Executives and Board members.
- Be confident to engage with local and international stakeholders.
- Be able to work under pressure and have a high stress tolerance.
- International travel arrangement experience.
- Advanced experience in Microsoft Office (**Word, Excel & PowerPoint**).
- Working experience in using the project management tool, **Asana** will be an advantage
- Understanding of professional business communication methods and processes.
- Adhere and be sensitive to organisational impacts/influences (red tape, protocol etc.,).
- A sound knowledge of etiquette that is followed or prescribed in a social and/or professional setting on an executive level.
- Displays a high level of confidentiality and discretion. Confidentiality is about the obligation to keep information private, while discretion is about the skill of knowing how and when to act or speak in a way that maintains that privacy.
- Be available and prepared to work after hours.

**Knowledge and Skills**
- Reservation Management
- Secretarial support
- Administration
- Manages various Stakeholder queries and support

**Personal Attributes**
- Understands that they are an extension of the executive and of the company, and should therefore espouse values of integrity, care, collaboration, innovation, and treating people with courtesy and respect.
- Proactive in finding better and more efficient ways of carrying out tasks
- Positive mindset and can-do attitude
- Refrain from office gossip

**Core Competencies**
- Cultivates innovation - Contributing independently
- Customer focus and Client-service oriented - Contributing independently.
- Drives results - Contributing independently
- Collaborates - Contributing independently
- Being Resilient - Contributing independently
- Problem solver