Personal Assistant

Guardrisk is the undisputed market leader in cell captive insurance and risk solutions. We are renowned for our innovative approach to cell captive structures and other alternative risk transfer solutions for our clients. Guardrisk offers clients custom designed cover and is registered in South Africa as an insurer for all statutory classes of non-life and life insurance business.

The Executive Assistant to the Exco team is responsible for providing comprehensive support to the CEO and Executive Team and supporting the management of the general office operations. This position requires the ability to anticipate needs think critically and offer solutions to problems with a high level of professionalism and confidentiality.

Effectively manage and execute administrative and secretarial activities

(Internal Process)

Work closely with the CEO and/ Executive (Exco) team to keep them well informed of upcoming commitments and responsibilities by following up appropriately. Anticipate Exco needs in advance of meetings conferences etc.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Exco team including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action referral or response exercising judgement to reflect Exco team style and organization policy.

Coordinate all Exco meetings and travelling and assist with staff meetings and events as needed.

Complete a broad variety of administrative tasks that facilitate the Exco members ability to effectively lead the organization including: assisting with special projects; designing and producing accurate and visually stimulating presentations accurate and timeous minutes and agendas for meetings collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements

When in the office pro-actively screen incoming calls correspondence and respond independently where possible

Co-ordinate all the components (logistics catering etc.) of events meetings and functions within budget and specifications

Support the flow of information within the Exco office ensuring that matters requiring their personal attention are handled speedily

Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes

Replenish and manage office supplies

Accurately escalate client complaints and queries to the relevant department

Ensure records are kept in order and easily accessible

Collate compile and distribute documents to the required standards within defined timeframes

Attend to ad hoc personal matters

Engage with clients in a client centric manner (Client Services)

Effectively communicate at all management levels with clients/ 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

Participate and contribute to a culture which builds rewarding relationships facilitates feedback and provides exceptional client service

Self-management and teamwork (People)

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

Contribute to financial controls and planning (Finance)

Control and check expense claims for authorisation

Prepare and check invoices and arrange for payments

Identify solutions to enhance cost effectiveness and increase operational efficiency

Qualifications

Matric

Qualification in Office Administration

Expert proficiency with Microsoft Office in particular MS Teams Word and PowerPoint

Proficiency on project management tools / software

Ability to design and edit graphic presentations

Experience

5 years secretarial experience

3 years Executive PA assistance to a senior leader in a financial / insurance industry

High degree of professionalism in dealing with diverse groups of people including Board members senior executives staff and other internal and external stakeholders

Exceptional organizational skills and impeccable attention to detail

5 years exceptional project coordination and planning experience essential

Previous experience in managing deliverables with a high level of integrity and confidentiality

Good verbal and written communication

Tact and diplomacy

Discretion and trustworthiness: you will often be party of confidential information

Organisational skills and the ability to multitask

Time management and coordination

Deadline driven

The ability to be proactive and take the initiative

Flexibility and adaptability