Personal Assistant Job Vanancy at Hollard Insurance Johannesburg

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Hello… an exciting new opportunity has just become available in Hollard Insurance, for an Executive Personal Assistant.

Role Objectives:

Provide high-quality administrative and organizational support to the assigned Executive, ensuring efficiency in operations and a high level of customer satisfaction. This role requires a proactive approach, with strong attention to detail and excellent organizational skills.

Key Responsibilities:

Communication and Coordination

Serve as the main point of contact between management and external/internal stakeholders.
Screen and manage calls, handling or redirecting inquiries as appropriate.
Address and track queries, requests, and complaints, ensuring timely referrals when needed.

Administrative Support

Ensure all office supply needs are met for management.
Maintain organized filing systems for both physical and digital documents.
Manage and maintain calendars, confirming appointments with all relevant parties.

Meeting and Travel Arrangements

Coordinate travel and accommodation plans, handling expense claims on the Fraxion system.
Prepare meeting materials, such as briefing papers, reports, and presentations.
Organize meeting logistics, including venue booking, catering, agendas, and minute-taking as needed.

Documentation and Confidentiality

Draft, prepare, and distribute documents, reports, agendas, and minutes according to company standards.
Handle all information and documents with the highest level of confidentiality.

Event and Presentation Support

Arrange internal and external meetings, events, and team activities.
Assist in presentation setups and provide support during workshops and meetings.

Customer Service and TCF (Treating Customers Fairly)

Monitor and report on customer complaints to ensure resolution and customer satisfaction.
Ensure all stakeholder / customer interactions reflect fairness and professionalism.

Professional Development

Take ownership of career growth through regular discussions with relevant stakeholders

Required Knowledge and Experience

Minimum 5 years’ executive assistant experience or in a similar role
Organizational and Prioritization Skills: Highly organized, adept at managing multiple tasks and prioritizing effectively to meet deadlines.
Analytical Decision-Making: Skilled in systematically analysing information to make well-informed, effective decisions.
Team Collaboration: Works cooperatively with others, sharing information and supporting team objectives to foster a collaborative environment.
Client Orientation: Proactively identifies and addresses the needs of both internal and external clients with responsiveness and efficiency.
Interpersonal Communication: Builds trust and positive relationships through transparent, honest communication with individuals and teams.
Self-Management and Initiative: Demonstrates energy, motivation, and self-discipline to achieve both personal and team goals, maintaining high standards and overcoming challenges.
Effective Communication: Communicates clearly and effectively in both written and verbal forms.
Technical Skills: Proficient in MS Office suite, including Word, Excel, Outlook (especially diary management), and PowerPoint. Demonstrates excellent data accuracy and typing proficiency.
Attention to Detail: Detail-oriented, ensuring precision in data entry and task completion.
Professionalism: Presents a professional image that aligns with Hollard’s standards, embodying the “Hollard Way” and contributing visibly to Hollard’s reputation as a leading business insurer.