Personal Assistant MMH

Overview

Role

Purpose:

Ensure the smooth running of the business by providing effective administrative assistance to the line manager.

• 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 manager’s requirements, and within budget parameters.
• Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed time frames).
• 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 timely 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.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given time frames.