Role Purpose 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 qualification3-4 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 Duties and Responsibilities Proactively manage, coordinate and maintain the diary of the line manager.
Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to manager's 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.
