Posted on: 05 August 2023
ID 877577

Personal Assistant

Role Purpose

Ensure the smooth running of the Region by providing effective administrative assistance to the Regional manager.

Requirements

Experience
  • 3 - 4 years' relevant working experience
  • Exposure to supporting a manager and team of branch manager in a sales environment (desirable)
  • Exposure to the insurance industry (desirable)
Qualifications
  • Grade 12 or equivalent qualifcation
  • Office administration, secretarial or equivalent qualification,
Skills And Knowledge
  • Verbal and written communication skills
  • Problemsolving skills
  • Planning and organising skills
  • Computer literacy Knowledge of Microsoft Office
  • Budget management
Duties and Responsibilities

INTERNAL PROCESS
  • Proactively manage, coordinate and maintain the diary of the regional manager.
  • Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to manager 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 regional 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 regional 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.
CLIENT
  • 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.
PEOPLE
  • 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.
FINANCE
  • Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
  • Contribute to the financial planning process within area.
  • Identify opportunities to enhance cost effectiveness and increase operational efficiency.
  • 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.
Occupation:
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