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  • Posted: November 26, 2019
    Deadline: Not specified
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  • Alexander Forbes is a leading provider of financial, risk and insurance and multi-manager investment solutions internationally. The primary operations are based in South Africa and the United Kingdom. A significant network of subsidiaries and partners ensures we provide an outstanding level of service to our customers internationally. Alexander Forbes’...
    Read more about this company

    Secretary

    Formal qualifications needed to perform role:

    • Matric
    • Typing certifications advantageous

    Knowledge and experience

    • 3 - 5 years of secretarial experience
    • Proficiency in MS Word, Powerpoint and Outlook critical
    • Dictaphone typing

    Additional inherent requirements:

    • Candidate must be well-presented and coherent
    • English at first language level is critical
    • Own transport advantageous (not reliant on public transport)

    Job Specification:

    Tasks

    • Typing:
    • Agendas for client meetings
    • Binding of agendas
    • Minutes of client meetings
    • Emails
    • Powerpoint presentations
    • Maintaining spreadsheet of client information:
    • Updating spreadsheet with details of new representatives
    • Updating consultants’ calendars with representatives’ birthdays
    • Ensuring representative information is saved and filed correctly
    • Filing, post control, stationery:
    • Filing in client masterfiles
    • Filing electronically on the server and on Sharepoint
    • Distributing post on receipt from Mailroom
    • Ordering stationery, proactively when supply runs short and also on request from team
    • Managing stationery expenses
    • Maintaining stationery stock, keeping stationery cupboard tidy
    • Coordinating off-site storage via Metrofile
    • Client gifts/entertainment/training:
    • Coordinating entertainment with venues and providers, such as spa days
    • Coordinating invitations and RSVPs with clients for entertainment events
    • Ordering and dispatching year-end gifts for clients
    • Coordinating on-site training sessions with provider
    • Arranging catering for on-site training sessions or client meetings
    • Receiving clients at off-site training events such as Hot Topics
    • Preparing for on or off-site training events, such as attendance registers, labels, etc
    • Managing catering expenses
    • Arranging of meetings and travel arrangements:
    • Arranging venues for on-site client meetings
    • Coordinating off-site Blue Jeans sessions, to dial in to on-site meetings
    • Making travel arrangements for consultants
    • Distribution of client communications:
    • Ensuring agendas are delivered to clients at the right place, and by the deadline
    • Distributing various email communications timeously, and with clear directions as to
    • what the client should be doing with the communication (for manco reps or members)
    • Coordinating, packaging and delivering bulk hard copy communications like member booklets

    Behavioral competencies:

    • Respectful
    • Mature
    • Willing to learn
    • Self starter
    • Self motivated
    • Deadline driven
    • Excellent time management skills
    • Ability to handle pressure
    • Excellent attention to detail
    • Confidence in communicating with team members and internal/external clients
    • Strong sense of responsibility
    • Team player
    • Excellent PC skills – full MS Office
    • Problem solving ability

    Method of Application

    Interested and qualified? Go to Alexander Forbes on www.linkedin.com to apply
  • MYJOBMAG.CO.ZA
  • Send your application

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