Executive Personal Assistant at Hollard Insurance

Job Advert Summary    

• Hello…an exciting new opportunity has just become available in our HINT, CEO's office. We are looking to recruit an Executive Personal Assistant.
• To provide an effective PA function to Management/HINT and CEO and  EXCO, thus ensuring effectiveness and customer satisfaction. Process all administrative tasks assigned, within the set standards required by HINT thus contributing to the productivity of the division and enhance the image of HINT through the continuous delivery of efficient and effective customer service.

Key resposibilities:

• Communicate effectively with external and internal stakeholders.
• Maintain discretion and confidentiality at all times by adhering to the Hollard values.
• Deal effectively with telephone calls – screening calls and responding where appropriate.
• Queries, requests and complaints are screened and responded to or timeously referred to relevant executive or manager where appropriate.
• Ensure necessary stationery requirements of executive/manager(s) are met.
• Devise and maintain office filing systems to deal efficiently with paper flow.
• Organise and store paperwork and electronic documents appropriately.
• Attend to general office administration and secretarial duties e.g. typing, filing, taking minutes and general administration responsibilities.
• Manage management diaries and ensure that appointments are communicated and confirmed with relevant parties.
• Arrange travel and accommodation efficiently assigned Exco managers.
• Process travel and expenses claims on the Fraxion system & payment requisitions if applicable.
• Ensure that required documents, briefing papers, reports and presentations are timeously prepared or available for the executive in preparation for meetings.
• Prepare and distribute all documentation according to HINT’s standards e.g. reports, packs, agendas, minutes and lists.
• Ensure all confidential documents, reports and information is handled appropriately.
• Organise internal and external meetings, team building, breakfasts and lunches – arrange venues and catering.
• Plan, coordinate, facilitate and manage HINT formal events and conferences.
• Attend to meetings and functions administrative requirements, such as venues, refreshments, access authorisations, agendas, minute taking and equipment requirements.
• Provide general assistance during presentations, workshops and meetings.
• Assist in fielding, monitor and report on complaints to ensure customer satisfaction
• TCF: Ensure customers are treated fairly.
• Employee Growth: Take responsibility for your own career growth and have regular discussions with the relevant role players.

Required Knowledge and Experience    

• Minimum 5 years’ Executive Secretarial experience.
• Possess an ability to communicate effectively in verbal and written forms.
• Superb accuracy in the capturing of data.
• Excellent typing skills.
• Detail orientated.
• Strong ability to prioritize.
• Self-management skills (can organize work, space, time).
• Demonstrate common sense, self-motivation and discipline.
• Well-presented / representative of Hollard’s image.
• Visibly demonstrate the Hollard Way.
• Visibly assisting Hollard being the best business insurer.

Educational Requirements    

• Matric & relevant a Certificate or Diploma within a Secretarial field.
• Proficient in MS Office and relevant software programmes