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Executive Personal Assistant

3 months ago

Johannesburg, South Africa Sanlam Full time

Who are we?

Sanlam Developing Markets [SDM] (a wholly-owned subsidiary of Sanlam Life Limited) is one of the top financial services providers in the South African entry-level and emerging middle market. It aims to understand the unique requirements of clients and offers a wide range of simple and affordable financial solutions that cover needs such as funeral insurance, savings for education, life cover and personal accident plans. In terms of the Sanlam Group Governance Policy, SDM is managed by the SA Retail Mass cluster, which is part of the Sanlam Life and Savings cluster within the Sanlam Group. The cluster focusses on retail products, as well as group schemes.

Purpose of the role

To provide high-level administrative support to the CEO or Senior Executive, ensuring efficient operation and handling of executive functions. The Executive PA is responsible for managing schedules, coordinating meetings, handling correspondence, and performing various tasks to enhance the executive’s effectiveness and productivity.

What will you do?

Diary Management: Manage the executive’s calendar, schedule meetings, appointments, and travel arrangements. Coordinate and prioritise incoming meeting requests and ensure timely responses. Communication: Handle incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft, proofread, and edit documents, reports, and presentations. Meeting Coordination: Organise and prepare for meetings, including booking venues, preparing agendas, and taking minutes. Ensure follow-up on action items and distribute meeting notes to relevant parties. Travel Arrangements: Plan and arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and ensure timely reimbursement. Document Management: Maintain and organize files, records, and documents, both physical and electronic. Ensure confidentiality and security of sensitive information. Project Support: Assist with special projects, research, and data analysis as required. Coordinate and collaborate with other departments to ensure project deadlines are met. Event Coordination: Plan and execute corporate events, meetings, and conferences. Handle logistics, vendor coordination, and event follow-up activities. Administrative Tasks: Perform general office duties, including ordering supplies, managing office equipment, and ensuring a tidy workspace. Handle personal tasks for the executive, as needed. Required to investigate and research various ad-hoc business issues, strategic initiatives ad developments. Arrange meetings, catering and all the relevant logistic requirements. Prepare payments requisitions for goods and services.

Additional Responsibilities

Telephone answering and screening of calls, taking messages if management unavailable. Redirecting of call to appropriate person – when necessary. Maintains office supplies by ensuring adequate inventory levels at all times (eg. Stationery supplies). Provide administrative support by ensuring that time frames, policies and procedures are adhered to in respect of reports, performance management, etc and follow up on deadlines in respect of work processes/reports.

Qualifications and Experience

Matric/Grade12 A secretarial certificate or diploma will be a distinct advantage 6 – 8 years relevant experience in a secretarial or similar role within the financial services environment.

Knowledge and Skills

Proficient Microsoft Office Skills (Word, Excel, Outlook and Powerpoint). Ability to interact with executives, senior management and staff at all levels and other stakeholders across the business. Ability to work independently  Applying initiative and innovation in work processes  Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences Planning and prioritising work to meet commitments aligned with organisational goals. Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm. Knowing the most effective and efficient processes for getting things done, with a focus on continuous improvement.

Personal Attributes

Communicates effectively - Contributing independentlyPlans and aligns - Contributing independentlyAction orientated - Contributing independentlyOptimises work processes - Contributing independently

Core Competencies

Cultivates innovation - Contributing independentlyCustomer focus - Contributing independentlyDrives results - Contributing independentlyCollaborates - Contributing independentlyBeing resilient - Contributing independently

Build a successful career with us

We’re all about building strong, lasting relationships with our employees. We know that you have hopes for your future – your career, your personal development and of achieving great things. We pride ourselves in helping our employees to realise their worth. Through its five business clusters – Sanlam Fintech, Sanlam Life and Savings, Sanlam Investment Group, Sanlam Allianz, Santam, as well as MiWay and the Group Office – the group provides many opportunities for growth and development.

Turnaround time

The shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers.