Personal Assistant - Cape City

• 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 (essential)

• 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 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.
• Act as a gatekeeper for the line manager by screening requests, prioritising engagements, and managing access.
• Prepare reports, briefing documents, and presentations by consolidating input from multiple stakeholders.
• Support small-scale projects by tracking tasks, timelines, and deliverables and following up on outstanding actions.

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Liaise with external stakeholders or partners to coordinate meetings, logistics, and correspondence on behalf of the line manager.
• Maintain an updated contact list of key internal and external stakeholders, supporting follow-up and relationship management.
• Maintain action logs and monitor progress on key decisions taken in meetings. Anticipate the manager’s needs by proactively preparing documents, logistics, or information for upcoming meetings or deadlines.

• 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.

• 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

• Interacting with People
• Embracing Change
• Checking Things
• Making Decisions
• Team Working
• Following Procedures
• Showing Composure
• Meeting Timescales

Metropolitan