Administrative Assistant

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A position exists within our Actuarial and Data Analytics business unit for Personal Assistant at our office in Belville, Cape Town.

What will make you successful in this role?

PRINCIPLE ACCOUNTABILITIES INCLUDE:

Administrative support:

• Expense management which includes monitoring budget spend including the preparation of the budget and handling budget related queries, preparing and lodging expense accounts and claims for payment and administrative purposes.
• Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
• Office asset management and maintenance of asset register for the team (e.g. laptops). This includes stationary management (inventory maintenance and requisition), maintaining of office systems, data management and filing, organograms and mailing and teams lists.
• Diary management. This includes timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities have been arranged as needed as well as following up on diary requests to ensure appropriate and constructive allocation of time.
• Function organizing and management, such as strategic sessions and various team events, including venue hire and all logistical aspects and catering associated with such events.
• Managing and actioning incoming email, often corresponding on behalf of the manager, if needed.
• Screens phone calls, enquiries and requests
• Assist with Ad hoc requests as needed by the team

Travel Co-ordination:

• Co-ordinate travel arrangements for team
• Ensure adherence to Santam group travel and procurement policies

Assist with team communication initiatives:

• Minuting meeting action items, track progress and follow up on delivery
• Responsible for maintaining the team intranet (Sharepoint, Confluence and MS Teams) site with updated documents, policies, communication, team detail
• Distribution of all team communication
• Arrangement of team engagement sessions and functions
• Maintain team contact list

General Administration:

• Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system)
• Administrative support for new employee appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings
• Administrative support for staff resignations to ensure all aspects of our HR policy are adhered to in this regard
• Ensure that office area is in order/ neat; ensuring that maintenance is arranged when required

Qualifications & Experience

• Relevant tertiary qualification
• Administrative support capabilities
• Project and/or process management skills
• Preferably 5 years’ experience as a Personal Assistant in a corporate team and/ or responsible for supporting senior management.
• Evidence of experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area is recommended.

Skills

• Computer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)
• Ability to self-teach and master Confluence and MS Teams
• Strong co-ordination, organisational and planning skills
• Excellent interpersonal, communication and networking skills
• Results orientated, pro-active and deadline driven
• Ability to operate under pressure
• Strong quality and client service orientation
• Sound analysis skills
• Confidentiality
• Ability to ‘think-out-of-the-box’ / lateral thinking
• High initiative/self-starter/proactive and anticipate requirements
• Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
• Ability to work and make decisions independently