Executive Personal Assistant MMH260709-10

Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance support to the four Executive leaders within MDS and their respective team. The Executive Personal Assistant provides proactive, professional, effective, and efficient assistance and support to the business head leaders on calendar, arrangements, culture creation and budgets on a variety of projects the four leaders work on.

Requirements

Qualifications

• Relevant NQF level 7 Qualification
• Excel, Word

Experience

• 5-8 years in experience in a personal assistant role.
• Experience in working for multiple leaders at same time
• Preference given to those with Momentum systems experience
• Experience working in the financial services or insurance industry is an advantage.

Knowledge

• Relevant business system (preferred)
• Computer literacy
• Knowledge of Microsoft Office
• Budget management

Skills

• Verbal and written communication skills
• Problem-solving skills
• Planning and organising skills
• Interpersonal skills
• Professionalism
• Confidentiality
• Typing skills

Duties and Responsibilities

Manage Calendar and Arrangements

• 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.
• Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorized 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.
• Ensure an efficient operations practices and process is planned, executes, and delivered with excellence
• Utilize IT systems effectively, to ensure accuracy of documentation
• Perform an efficient and accurate process administration functions involving the compiling and arranging of data and administrative function
• Prepare, sort, and capture data and information accurately and efficiently, complete documentation as per departmental guidelines to meet client needs
• Comply with all the Compliance policies and procedures
• Provide general administrative and clerical support including mailing, scanning, and copying
• Maintain electronic filing system
• Diarize and follow up tasks given by the Heads
• Answering calls and taking messages when the Heads are on leave or in meeting

Culture Enabler

• Encourage recognition across division
• 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.
• Manage the IT tech laptop distribution for the Human Capital team
• Complete the organigram monthly for the Human Capital team

Cost Effectiveness

• Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
• Control and check expense claims for authorization
• Prepare and check invoices and arrange for payments
• Track and administer the project budget
• Identify solutions to enhance cost effectiveness and increase operational efficiency
• Contribute to the financial planning process within area.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.

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