Executive Personal Assistant Mmh250317-2

Role Purpose
Ensure the smooth running of the business by providing effective administrative assistance to the Head of the department (Line manager), and support the rest of the department with administrative tasks.

Requirements

1. Grade 12 or equivalent qualification
2. Office administration, secretarial or equivalent qualification
3. 4-8 years' relevant experience (essential)
4. Exposure to supporting a manager or team (essential)
5. Exposure to office management (essential)
6. Exposure to the insurance industry (desirable)
7. Exposure to events management (desirable)
8. Knowledge of relevant business systems (preferred)
9. Computer literacy
10. Knowledge of Microsoft Office
11. Budget management

Duties and Responsibilities
Internal Process

1. Proactively manage, coordinate and maintain the diary of the Departmental Head of the business unit.
2. Diary coordination with internal and external stakeholders.
3. Manage and update BU email groups.
4. Coordination and updating of the BU headcount data.
5. Coordinate all aspects of meetings, workshops, internal trainings and functions (venue logistics, catering) according to line manager's requirements, and within budget parameters.
6. Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
7. Manage travel arrangements for Line manager and the entire department, according to agreed business process and budget parameters.
8. Arrange break-aways - Manco, year-end functions, etc.
9. Ensure files (electronic) are kept in order and easily accessible by manager.
10. Manage housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
11. Manage the office environment - air conditioning, ensure office space is optimal (desks, chairs, etc.).

Onboarding of new employees in the BU
Coordination of logging Jira's for the profile and equipment set up. Capturing of all internal and external training within the BU.

Communication
Coordination for all BU related communication and ensuring that it comes from the correct mailbox.

CLIENT
Provide authoritative expertise and advice to clients and 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.