Personal Assistant at Hollard Insurance

Main Purpose:

• To deliver comprehensive personal assistance to the Head of HART and provide effective office administration services to team. Additionally, coordinate event and marketing management for HART and other Centres of Excellence (COE) as required.

Required Knowledge and Experience    
Key Accountabilities:

• Stakeholder Communication: Effectively engage with internal and external stakeholders.
• Office Administration: Perform general administrative and personal assistance, including typing, filing, and distribution of communications to the team.
• Meeting Management: take minutes during team meetings and ensure timely publication (within 2 weeks) of minutes and agendas.
• Document Management/Organisation: Assist with the maintenance and adherence to the electronic filing system, monitoring compliance among team members.
• Inquiry Handling: Screen and address queries, requests, and complaints; timely escalate to relevant executives or managers when necessary.
• Stationery Management: Oversee the team’s stationery needs within budgetary guidelines.
• Calendar Management: Coordinate management team diaries, ensuring appointments are communicated and confirmed with relevant parties.
• Travel Arrangements: Organize travel and accommodation for the HART team in line with Hollard processes and budget considerations.
• Expense Processing: Manage travel and expense claims via the Hollard system and payment requisitions. Queries, requests and complaints are screened and responded to or timeously referred to relevant executive or manager where appropriate
• Preparation of Materials: Ensure all necessary documents, briefing papers, reports, and presentations are prepared in advance for meetings.
• Documentation Compliance: Prepare and distribute documentation per company standards, including reports, agendas, minutes, and lists.
• Confidentiality Management: Handle all confidential documents, reports, and information with discretion.
• Event Coordination: Organize internal and external meetings, team-building events, and catering arrangements.
• Meeting Support: Provide administrative assistance for meetings, workshops, and presentations.
• Customer Satisfaction Monitoring: Field, monitor, and report on complaints to ensure high levels of client satisfaction.
• Visitor Management: Receive and screen visitors professionally.
• Project and Research Support: Compile presentations and manage projects as assigned.
• Conflict of Interest Management: Maintain the “Conflict of Interest” register for the team.
• Financial Reporting Assistance: Support the Underwriting Manager with financial reports for specific portfolios.
• Ad hoc Projects: Undertake special projects as needed.

Educational Requirements    

• Matric and Secretarial or marketing Certificate or Diploma
• Advanced experience in MS Office (Word, Excel, PowerPoint) and relevant software programmes
• 5 years experience as a Personal Assistant/General Office Administrator/Marketing/PR

Skills and Behaviours:

Organisation skills

• Well-organised, able to handle a number of different tasks simultaneously

Decision-making

• Analytically evaluating information in a systematic manner to solve problems and make effective decisions.

Team work

• Co-operates and works well with others in the pursuit of team goals; shares information; supports others 

Client orientation

• Identifies and addresses the needs of internal and/or external clients appropriately and speedily

Interpersonal impact

• Builds trusting relationships between individuals and teams through open and honest communication

Work & self management

•    Displays energy, drive and initiative to achieve personal and/or team objectives. Manages & completes agreed tasks, on time, to required standard and overcoming obstacles

Communication skills

• Impeccable written and oral ability

Personal Qualities:

• Confidentiality
• Able to handle and process confidential information
• Initiative
• Unquestionable Integrity
• Good organisational skills
• Tact and diplomacy
• Customer orientation
• Patience
• Self Acceptance
• Assertive
• Flexibility
• Stress tolerance and ability to work under pressure
• Not a clock watcher

Deadline:26th October,2025