Ensure the smooth running of the business by providing effective administrative assistance to the line manager.
Requirements
- Grade 12 or equivalent qualification
- Office administration, secretarial or equivalent qualification
- 3-4 years relevant experience (essential)
- Exposure to supporting a manager or team (desirable)
- Exposure to the insurance industry (desirable)
- Relevant business system (desirable)
- Computer literacy
- Knowledge of Microsoft Office
- Budget management
- Proactively manage, coordinate and maintain the diary of the line manager.
- Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to managers requirements, and within budget parameters.
- Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
- Manage travel arrangements for manager, according to agreed business process and budget parameters. (Domestic and International)
- Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorised judgement.
- Order and control refreshments, office supplies and equipment, ensuring enough stock is always available, in line with budget parameters.
- Ensure files (paper and electronic) are kept in order and easily accessible by manager.
- Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
- Ensure office equipment is regularly maintained by relevant service providers.
- Monitor and respond to incoming communication on behalf of line manager, where appropriate, ensuring efficiency and timeous response.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
- Co-ordinator between Executive and his/her direct reports.
- Project management administration on behalf of the Executive and his management team. Record, update and follow-up on the delivery plan and action items of the team and well as team projects (incl. regulatory engagement and submissions).
- Attend to ad hoc personal matters.
- Order gifts and flowers for the Executive and his/her direct reports.
- Develop and maintain productive and collaborative working relationships with peers and stakeholders.
- Positively influence and participate in change initiatives.
- Support the flow of information within the Executives office, ensuring that matters requiring their personal attention are handled speedily.
- Escalade faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
