Closing Date

2024/04/23

Reference Number

SAS240409-2

Job Title

Executive Assistant

Job Type

Permanent

Division

Insurance Operations

Department

Claims

EE Occupational Levels

Level 2 & 3: Semi-skilled

Location - Town / City

Sandton

Location - Province

Gauteng

Location - Country

South Africa

Job Advert Summary
• As Executive Assistant to the Executive Manager(s), you will be responsible for the effective and efficient day-to-day management and organisation of the Executive Managers’ activities and business.
• This will include acting as the main point of contact for the Executive Manager(s), complex diary management, organising and supporting high-level senior meetings; prepare reports and presentations.
• The purpose of the role is to deliver effective comprehensive secretarial and administrative support to the Executive Manager(s), as well as to support their teams administratively.

Minimum Requirements

Minimum Qualifications:
• Matric or relevant certificate
• Post Matric Qualification will be added advantage

Minimum Experience:
• Minimum 3 - 5 years’ work experience with matric
• Preference will be given to people with experience in non life insurance

Preference will be given to people with disabilities.

Duties and Responsibilities

1. Key Responsibilities
• Management of complex diaries and coordination of meetings for relevant team members and oversee seamless organisation of them.
• Develop agenda and minutes of meetings.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alert the executive accordingly. Make referrals to appropriate staff or provide requested information.
• Management of other incoming correspondence (e-mails/manual mails) and respond appropriately.
• Arrange local and international travel bookings and reservations, ensuring that all bookings are communicated effectively and within Sasria travel policy.
• Acts as liaison between the executive and subordinates by transmitting directives, instructions and assignments and following up on
the status of assignments.
• Deal with queries/complaints where necessary.
• Prepare presentations for Exco and Managers: Review, proofread, and edit documents prepared for the administrator’s or executive’s signature.
• Compile and safeguard records for Claims and SMD Divisions.
• Deal with Board Secretaries within Sasria and external organization.

2. Administrative support
• Prepare and type documents (for internal or external use) in accordance with the established Sasria standards and branding guidelines.
• Organise and attend to photocopying, printing, binding and deliveries of documents by messengers and couriers.
• Ensure that divisional information is kept up to date on the Intranet.
• Assist with other ad hoc duties as and when required.
• Manage stationery orders for allocated respective Divisions.
• Coordinates trainings and seminars run by allocated respective Divisions.
• Ensure proper E-filling of general divisional documents as well as performance management documents.
• Collate reports submitted to Executives by Managers.
• Compile reports as per required format - monthly/weekly.
• Provide secretarial support on relevant professional bodies and regulatory forums managed by SASRIA.
• Coordinate transport for team functions where necessary.
• Submit reports for authorisation timeously.
• Virtual collaboration to help stay in touch while working remotely
• Tech-capable competencies to navigate remote working tools.
• Ability to self-direct and stay focused while working independently.
• Dependable and trustworthy to get the job done, unsupervised.

3. Divisional initiatives or projects
• Assist in events management in the division and Company (as and when required).

We are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applicants, provided that this supports achievement of our Employment Equity goals.