Personal Assistant

3 days ago

Johannesburg, Saudi Arabia Momentum Metropolitan Holdings Limited Full time

Role Purpose
The Executive Assistant to the Non-Life Cell Captive team is responsible for providing comprehensive support to the Head: CRS & Mining Rehab andExecutive: Cell Captive  and supporting the management of the general office operations.  This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

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

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