Executive Personal Assistant at Hollard Insurance

Job Purpose 

• To provide high level confidential support to the Chief Risk Underwriting Officer and Chief Operating Officer by providing a full secretarial and administrative service.  Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively. 

Key Responsibilities:

• To act as a first point of contact dealing with correspondence and phone calls  
• To proactively manage and coordinate the diary of the CRUO and COO by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.  
• Plan and organise travel and accommodation when required  
• Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the executive’s are met.  
• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Executive’s.  
• To provide support for Board meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.  
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points. 
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.  
• To plan and manage key organisational events such as; AGM, Staff and Volunteer conference, Strategy days, Staff briefings and others as required.  
• Develop skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of Insure.  
• Ensure that work is carried out in accordance with Hollard’ Purpose, policies and procedures.  
• Participate and contribute to organisational/team meetings as required.  
• Provide reports for senior management as required.  
• Undertake any other appropriate duties as required to support the  Executive’s to enable them to fulfil their role.  
• Carry out all the duties with complete discretion and a high regard for confidentiality.  
• Any other duties relevant to the needs of the organisation and as directed 

Required Knowledge and Experience    

• Minimum of 5 years secretarial experience at an executive level  
• Experience of providing high-level administrative support in a senior role  
• Ability to convey information to people clearly and simply  
• Ability to forward plan and manage a complex and busy diary  
• Excellent, administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them  
• Experience of managing and planning projects, conferences and events  
• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely  
• Ability to draft routine correspondence and reports  
• Ability to maintain accuracy and attention to detail  
• Good negotiation skills  
• Excellent interpersonal and communication skills including diplomacy  
• Excellent time management skills with the ability to manage multiple priorities and deadlines 
• Excellent knowledge of Microsoft Office 
• The ability to work effectively with colleagues at all levels.  
• Confident and determined with the ability to work on own initiative and as a team member when required  
• Ability to prioritise, meet deadlines and manage the conflicting demands of a busy workload  
• Ability to work flexibly and occasionally out with office hours  

Knowledge 

• Computer literate - PC literacy essential (MS Teams, Word, Excel, and PowerPoint), Zoom 
• Sound PA knowledge 

Skills 

• Customer service orientation 
• Effective self-management 
• Stake holder management – very important 
• Excellent interpersonal communication skills
• Good time management / project management  
• Demonstrate common sense, self-motivation, and discipline 

Personal attributes 

• Accuracy and attention to detail 
• Deadline/Delivery driven 
• Initiative and proactivity  
• Team player 
• Self-managed 
• Integrity 
• Assertiveness 

Educational Requirements    

• Matric 
• Relevant secretarial qualification 

Deadline:14th November,2025