Executive Personal Assistant

THE JOB AT A GLANCE

As an Executive Personal Assistant, you will be responsible for supporting and providing the HR Executive and Group Company Seretary with administrative and secretarial assistance. You will be responsible for attending to visitors, dealing with enquiries and supplying information to internal and external customers (Board of Directors, Internal Staff and Management). Furthermore, you need to have the ability to keep matters confidential, maintain an authoritative disposition as the “gatekeeper” yet remain humble, well-liked and non-political and an important member of the People team and Company Secretarial team.

WHAT WILL YOU DO?

Provide General Secretarial Support to the Chief Executive Officer

• Arrange meetings/workshops.
• Manage, organise and maintain the diary of the Executives timeously and promptly.
• Screen incoming emails, posts, phone calls, enquiries and requests on behalf of the Executives
• Arrange conferences and special functions.
• Meet and greet visitors at all levels of seniority
• Order calendars and diaries annually.
• Book meeting rooms and arrange parking as and when necessary.
• Devise and maintain office systems, including data management and filing.

Manage Travel Arrangements

• Make travel arrangements - including but not limited to arranging visas and accommodation.
• Sign off travel at the end of each month.
• Ensure that travel authorisation forms are completed correctly, signed and approved by the Executives.

End-to End Arrangement of Management and Ad hoc Meetings

• Co-ordinate and arrange meetings.
• Prepare and circulate meeting agendas.
• Take accurate and professional minutes during meetings.
• Arrange and supervise catering for all relevant meetings.
• Call special meetings with directors and government officials as and when required by the Executives.
• Produce professional documents, briefing papers, reports, presentations and general correspondence.
• Carry out background research and present findings.
• Compile monthly medical roster for doctors for circulation in the last week of each month.
• Arrange and co-ordinate operations and medical workshops as and when necessary.
• Collate and distribute month end reports.

WHAT YOULL BRING TO THE TABLE?

• Grade 12.
• Secretarial/Administration Diploma/Degree from a SETA accredited institution (with minute taking as one of the subjects).
• 5-7 years relevant industry experience.
• Knowledge of administrative and clerical procedures.
• Computer literacy: MS Office
• Knowledge of customer service principles and practices.
• Multilingual.
• Valid Drivers License.
• Own transport.

WHAT WILL YOU GET IN RETURN?

We offer great opportunities for personal and professional development in a stable company thats 130 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration.

Turnaround Time

The shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers. Kindly note that should you not receive a response within 21 days please consider your application unsuccessful.

Closing date: 07 April 2025

Our Commitment to transformation:

In accordance with the employment equity plan of Rand Mutual Assurance and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups.

• Grade 12.
• Secretarial/Administration Diploma/Degree from a SETA accredited institution (with minute taking as one of the subjects).
• 3-5 years relevant industry experience.
• Knowledge of administrative and clerical procedures.
• Computer literacy: intermediate level MS Word, Excel, PowerPoint and Outlook Literate and Numerate.
• Knowledge of customer service principles and practices.
• Multilingualism.
• Valid Drivers License.
• Own transport.