Personal Assistant at Santam Insurance

Key Responsibilities

Executive Support

• Assist the CEO with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments.
• Complete credit card expense reports for the executives;
• Arrange complex and detailed travel plans for the executives, including visas, itineraries,as well as agendas and documents for off-site meetings.
• Communicate with the staff on the CEO’s behalf and coordinate logistics with high-level meetings both internally and externally.
• Draft reports, letters, and proposals; prepare and coordinate oral and written communication with CEO.
• Plan/organise and schedule events such as meetings, business luncheons, or client dinners.
• Support CEO in his external commitments.

Board Support and Liaison

• Serve as the CEO’s administrative liaison to the Board of Directors and manage Board activities, which include:
• coordinating quarterly Board meetings and lunch;
• compiling and distributing Board meeting packs
• preparing Board minutes and distributing them timeously.

Management Liaison

• Coordinate Executive, Management, Finance, and other Committee meetings, maintain confidential files and contact information; co-ordinate conferences and committees both on and off-site to support the CEO’s agenda.
• Schedule and attend MANCO meetings.
• Assist in preparing the agenda of MANCO and/or EXCO meetings.
• Prepare minutes of these meetings, distribute them timeously and follow up on assigned action items.
• Manage executives’ schedules and acts as liaison for executive team.

Secondary Responsibilities

• Perform other duties as assigned.
• If required, assist event co-ordinator in planning company events, meetings and employee team building activities or special projects.
• Handle sensitive information in a confidential manner.

Qualifications And Experience

• PA diploma or certification would be considered an advantage
• 5 years proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organisational and time management skills
• Up to date with latest office gadgets and applications
• Ability to multitask and prioritise daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality

Personal Qualities

• Well groomed, presentable and professional
• Bilingual
• Confident and assertive
• Ability to handle pressure
• Eloquent / articulate