Personal Assistant - Hollard Insurance

Hello… an exciting new opportunity has just become available in our Hollard Centre - Group Brand & Customer area. We are looking to recruit a Personal Assistant.

To provide efficient PA support to Hollard CMO and Group Marketing and Corporate Affairs Management Team to ensure effective stakeholder and customer satisfaction. Responsible for all administrative tasks assigned, within the set standards required by the Division, while enhancing the image of the company through the continuous delivery of excellent customer service.

Role Responsibilities:

• Communicate effectively with external and internal stakeholders
• Deal effectively with telephone calls – screening calls and responding where appropriate
• Queries, requests and complaints are screened and responded to or timeously referred to relevant executive or manager where appropriate

• Ensure necessary stationery requirements of executive/manager(s) are met
• Devise and maintain office filing systems to deal efficiently with paper flow
• Organise and store paperwork and electronic documents appropriately
• Efficiently attend to general office administration and secretarial duties e.g. typing, filing, taking minutes and general administration responsibilities
• Manage diaries and ensure that appointments are communicated and confirmed with relevant parties
• Arrange travel and accommodation efficiently for all the managers
• Process travel and expenses claims on the Fraxion system & payment requisitions if applicable
• Ensure that required documents, briefing papers, reports and presentations are timeously prepared or available for the executive in preparation for meetings
• Prepare and distribute all documentation according to company standards e.g. reports, packs, agendas, minutes and lists
• Ensure all confidential documents, reports and information is handled appropriately
• Organise internal and external meetings, team building, breakfasts and lunches – arrange venues and catering,
• Attend to meetings and functions administrative requirements, such as venues, refreshments, access authorisations, agendas, minute taking and equipment requirements
• Provide general assistance during presentations, workshops and meetings.
• Assist in fielding, monitor and report on complaints to ensure customer satisfaction
• TCF: Ensure customers are treated fairly.
• Employee Growth: Take responsibility for your own career growth and have regular discussions with the relevant role players.
• Be an internal liaison office for the Group Marketing Team

Required Knowledge and Experience    

• Minimum 5 years’ secretarial experience
• 3yrs similar role in Marketing Department and or Marketing Agency
• Organization skills: Well-organized, able to handle a number of different tasks simultaneously
• Decision-making: Analytically evaluating information in a systematic manner to solve problems and make effective decisions.
• Team work: Co-operates and works well with others in the pursuit of team goals; shares information; supports others
• Client orientation: Identifies and addresses the needs of internal and/or external clients appropriately and speedily
• Interpersonal impact: Builds trusting relationships between individuals and teams through open and honest communication
• Work & self-management: Displays energy, drive and initiative to achieve personal and/or team objectives. Manages & completes agreed tasks, on time, to required standard and overcoming obstacles

Communication skills: Ability to communicate effectively in verbal and written forms

Other: -

• Excellent knowledge of MS Office -including Word, Excel, Outlook Diary management & PowerPoint
• Superb accuracy in the capturing of data
• Excellent typing skills
• Detail orientated
• Strong ability to prioritize
• Self-management skills (can organize work, space, time)
• Demonstrate common sense, self-motivation and discipline
• Well-presented / representative of Hollard’s image
• Visibly demonstrate the Hollard Way
• Visibly assisting Hollard being the best business insurer

Educational Requirements    

• Matric & relevant Certificate or Diploma in Secretarial field
• Proficient in MS Office and relevant software programmes