Personal Assistant (Non-Life Cell Captive) - Sandton at Guardrisk

Requirements

• Completed matric
• Qualification in office administration/ related preferred
• Expert proficiency with Microsoft Office in particular MS Teams, Word and Powerpoint
• Proficiency on project management tools/ software preferred
• Ability to design and edit graphic presentations preferred
• At least 5 years’ secretarial experience
• At least 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
• At least 5 years exceptional project coordination and planning experience essential
• Previous experience in managing deliverables with a high level of integrity and confidentiality 

Duties & Responsibilities

• Work closely with the Head: CRS & Mining Rehab and/ Executive: Cell Captive to keep them well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate CRS & Mining Rehab team 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 CRS & Mining Rehab team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CRS & Mining Rehab team style and organization policy
• Coordinate all CRS & Mining Rehab meetings and travelling and assist with staff meetings and events as needed
• Complete a broad variety of administrative tasks that facilitate the CRS & Mining Rehab members ability to effectively lead the organization, including: assisting with special projects; designing and producing accurate and visually stimulating presentations
• Complie 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 CRS & Mining Rehab 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 personal adhoc matters 
• 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
• 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
• 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
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Time management and coordination
• Flexibility and adaptability
• Discretion and trustworthiness: you will often be party of confidential information
• Deadline driven