Executive Personal Assistant at Metropolitan

Role Purpose

• Provide an effective and efficient administrative, secretarial and operational assistant function to support the manager and department

Requirements

• Matric
• PA Diploma or Certification
• At least 5 years’ secretarial / PA experience (preferably executive PA experience)
• MS office 
• Project management experience (preferred)

Duties & Responsibilities

• Support the Executive’s diary and email management activities in order to effectively schedule appointments
• Corresponding on behalf of the Executive, prioritising, setting up meetings and delegating work to others in the Executive’s absence
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings.
• Pro-actively screen correspondence and respond independently where appropriate
• Follow-up on email requests of Executive and outstanding matters
• Monitoring and updating distribution lists (DL) lists
• Liaising with internal and external stakeholders as well as staff
• Co-ordinator between Executive and his direct reports
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information within the Executives’s office, ensuring that matters requiring their personal attention are handled speedily
• Escalade faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Order and control office supplies including stationery
• Accurately escalate client complaints and queries to the relevant department
• Ensure electronic filing (incl. Sharepoint sites) are kept in order, up to date and easily accessible
• Collate, compile and distribute documents to the required standards within defined time-frames
• Monthly update of PeopleSoft Hierarchy
• Co-ordinator of team building sessions, conferences and events
• Order gifts and flowers for employees
• Monitor expenses versus budget of the team.
• Load all invoices relating to the department on system for approval and payment.
• Project management administration on behalf of the Executive and his management team. Record, update and follow-up on the delivery plan and action items of the team and well as team projects (incl. regualtory engagement and submissions)
• Attend to ad hoc personal matters
• Provide authoritative, expertise and guidance to internal and external and stakeholders
• Build and maintain relationships with internal and external stakeholders
• Deliver on service level agreements made with internal and external stakeholders in order to ensure that expectations are managed
• Make recommendations to improve service and fair treatment of clients within area of responsibility
• 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
• Contribute to the financial planning process within area
• Identify opportunities to enhance cost effectiveness and increase operational efficiency
• Manage financial and other company resources under your control with due respect
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum

Competencies

• Business Acumen
• Client/ Stakeholder Commitment
• Drive for Results
• Leads Change and Innovation
• Collaboration 
• Diversity Inclusiveness

Closing date

2025/12/14