Personal Assistant at Hollard Insurance

Job Advert Summary    

• Hello… an exciting new opportunity has just become available in Hollard Insurance, for an Executive Personal Assistant.

Role Objectives:

• Provide high-quality administrative and organizational support to the assigned Executive, ensuring efficiency in operations and a high level of customer satisfaction. This role requires a proactive approach, with strong attention to detail and excellent organizational skills.

Key Responsibilities:

Communication and Coordination

• Serve as the main point of contact between management and external/internal stakeholders.
• Screen and manage calls, handling or redirecting inquiries as appropriate.
• Address and track queries, requests, and complaints, ensuring timely referrals when needed.

Administrative Support

• Ensure all office supply needs are met for management.
• Maintain organized filing systems for both physical and digital documents.
• Manage and maintain calendars, confirming appointments with all relevant parties.

Meeting and Travel Arrangements

• Coordinate travel and accommodation plans, handling expense claims on the Fraxion system.
• Prepare meeting materials, such as briefing papers, reports, and presentations.
• Organize meeting logistics, including venue booking, catering, agendas, and minute-taking as needed.

Documentation and Confidentiality

• Draft, prepare, and distribute documents, reports, agendas, and minutes according to company standards.
• Handle all information and documents with the highest level of confidentiality.

Event and Presentation Support

• Arrange internal and external meetings, events, and team activities.
• Assist in presentation setups and provide support during workshops and meetings.

Customer Service and TCF (Treating Customers Fairly)

• Monitor and report on customer complaints to ensure resolution and customer satisfaction.
• Ensure all stakeholder / customer interactions reflect fairness and professionalism.

Professional Development

• Take ownership of career growth through regular discussions with relevant stakeholders

Required Knowledge and Experience    

• Minimum 5 years’ executive assistant experience or in a similar role
• Organizational and Prioritization Skills: Highly organized, adept at managing multiple tasks and prioritizing effectively to meet deadlines.
• Analytical Decision-Making: Skilled in systematically analysing information to make well-informed, effective decisions.
• Team Collaboration: Works cooperatively with others, sharing information and supporting team objectives to foster a collaborative environment.
• Client Orientation: Proactively identifies and addresses the needs of both internal and external clients with responsiveness and efficiency.
• Interpersonal Communication: Builds trust and positive relationships through transparent, honest communication with individuals and teams.
• Self-Management and Initiative: Demonstrates energy, motivation, and self-discipline to achieve both personal and team goals, maintaining high standards and overcoming challenges.
• Effective Communication: Communicates clearly and effectively in both written and verbal forms.
• Technical Skills: Proficient in MS Office suite, including Word, Excel, Outlook (especially diary management), and PowerPoint. Demonstrates excellent data accuracy and typing proficiency.
• Attention to Detail: Detail-oriented, ensuring precision in data entry and task completion.
• Professionalism: Presents a professional image that aligns with Hollard’s standards, embodying the “Hollard Way” and contributing visibly to Hollard's reputation as a leading business insurer.

Educational Requirements    

• Matric
• Diploma in Secretarial / General Business field
• Advanced in MS Office and relevant Software programmes