Executive Personal Assistant at Sanlam Group

What will you do?

• Proactively maintain appointment schedules by planning and scheduling meetings, strategic sessions, teleconferences travel and accommodation.
• Time, email and priority management.
• Document preparation for meetings, preparation of monthly reports and powerpoint presentations.
• Draft minutes in a meeting and make sure that documents completed in the meeting are reported at a reasonable and appropriate time.  
• Keep in safe custody all reports, minutes & powerpoint presentations.
• Collaborate with other PA’s.
• Prepare payments requisitions for goods and services.
• Assist with logging SRS to procure office equipment.
• Compile organograms of team structures.
• Arrange meetings, catering and all the relevant logistic requirements.
• 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.
• Communicate with internal and external stakeholders.
• Receive guests.
• What will make you successful in this role?

Qualification & experience 

• Matric/Grade12 
• A secretarial certificate or Paralegal studies 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 independently
• Plans and aligns - Contributing independently
• Action orientated - Contributing independently
• Optimises work processes - Contributing independently