Personal Assistant at Guardrisk

Role Purpose    

• The Executive Assistant to the Exco team is responsible for providing comprehensive support to the CEO and Executive Team and supporting the management of the general office operations.  This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements    
Qualifications

• Matric
• Qualification in Office Administration
• Expert proficiency with Microsoft Office in particular MS Teams, Word and PowerPoint
• Proficiency on project management tools / software
• Ability to design and edit graphic presentations

Experience

• 5 years’ secretarial experience
• 3 years Executive PA assistance to a senior leader in a financial / insurance industry
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and other internal and external stakeholders
• Exceptional organizational skills and impeccable attention to detail
• 5 years exceptional project coordination and planning experience essential
• Previous experience in managing deliverables with a high level of integrity and confidentiality

Duties & Responsibilities    
Effectively manage and execute administrative and secretarial activities

(Internal Process)

• Work closely with the CEO and/ Executive (Exco) team to keep them well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate Exco needs in advance of meetings, conferences, etc.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Exco team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exco team style and organization policy.
• Coordinate all Exco meetings and travelling and assist with staff meetings and events as needed.
• Complete a broad variety of administrative tasks that facilitate the Exco members ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations, accurate and timeous minutes and agendas for meetings, collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements
• When in the office, pro-actively screen incoming calls, correspondence and respond independently where possible
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Support the flow of information within the Exco office, ensuring that matters requiring their personal attention are handled speedily
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Replenish and manage office supplies
• Accurately escalate client complaints and queries to the relevant department
• Ensure records are kept in order and easily accessible
• Collate, compile and distribute documents to the required standards within defined timeframes
• Attend to ad hoc personal matters

Engage with clients in a client centric manner (Client Services)

• Effectively communicate at all management levels with clients/ stakeholders
• Build and maintain relationships with clients and internal and external stakeholders
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
• Make recommendations to improve client service and fair treatment of clients within area of responsibility
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service

Self-management and teamwork (People)

• 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
• Take ownership for driving career development

Contribute to financial controls and planning (Finance)

• Control and check expense claims for authorisation
• Prepare and check invoices and arrange for payments
• Identify solutions to enhance cost effectiveness and increase operational efficiency

Competencies    

• Good verbal and written communication
• Tact and diplomacy
• Discretion and trustworthiness: you will often be party of confidential information
• Organisational skills and the ability to multitask
• Time management and coordination
• Deadline driven
• The ability to be proactive and take the initiative
• Flexibility and adaptability

Deadline:4th January,2026