Executive Personal Assistant

Introduction Momentum, a financial services provider of choice since 1966, known for its entrepreneurial spirit and innovative culture is committed to wealth creation and preservation, insurance, and income protection for all our clients. We do this through our understanding of the retail insurance, savings, and investment markets in SA.

Disclaimer As an applicant, please verify the legitimacy of this job advert on our company career page.

Role Purpose Ensure the smooth running of the business by providing effective administrative assistance support to the four Executive leaders within MDS and their respective team. The Executive Personal Assistant provides proactive, professional, effective, and efficient assistance and support to the business head leaders on calendar, arrangements, culture creation and budgets on a variety of projects the four leaders work on.

Requirements****Qualifications:

• Relevant NQF level 7 Qualification

• Excel, Word

Experience:

• 5-8 years in experience in a personal assistant role.

• Experience in working for multiple leaders at same time

• Preference given to those with Momentum systems experience

• Experience working in the financial services or insurance industry is an advantage.

Knowledge

• Relevant business system (preferred)

• Computer literacy

• Knowledge of Microsoft Office

• Budget management

Skills

• Verbal and written communication skills

• Problem-solving skills

• Planning and organising skills

• Interpersonal skills

• Professionalism

• Confidentiality

• Typing skills

Duties & Responsibilities****Manage Calendar and Arrangements

• Proactively manage, coordinate, and maintain the diary of the line manager.

• Coordinate all aspects of meetings, workshops, and functions (venue logistics, catering) according to manager’s 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 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 authorized 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 line 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.

• Ensure an efficient operations practices and process is planned, executes, and delivered with excellence

• Utilize IT systems effectively, to ensure accuracy of documentation

• Perform an efficient and accurate process administration functions involving the compiling and arranging of data and administrative function

• Prepare, sort, and capture data and information accurately and efficiently, complete documentation as per departmental guidelines to meet client needs

• Comply with all the Compliance policies and procedures

• Provide general administrative and clerical support including mailing, scanning, and copying

• Maintain electronic filing system

• Diarize and follow up tasks given by the Heads

• Answering calls and taking messages when the Heads are on leave or in meeting

Culture Enabler

• Encourage recognition across division

• 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.

• Manage the IT tech laptop distribution for the Human Capital team

• Complete the organigram monthly for the Human Capital team

Cost Effectiveness

• Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.

• Control and check expense claims for authorization

• Prepare and check invoices and arrange for payments

• Track and administer the project budget

• Identify solutions to enhance cost effectiveness and increase operational efficiency

• Contribute to the financial planning process within area.

• 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.

Competencies* Deciding and initiating action: Takes responsibility for actions, projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick, clear decisions which may include tough choices or considered risks.

• Working with people: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits well.
• Adhering to principles & values: Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities, builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.
• Relating and Networking: Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
• Persuading & Influencing: Gains clear agreement and commitment from others by persuading, convincing and negotiating; makes effective use of political processes to influence and persuade others; promotes ideas on behalf of oneself or others; makes a strong personal impact on others; takes care to manage one’s impression on others.
• Analysing: Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system.
• Planning & organizing: Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.
• Delivering results & meeting customer expectations: Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.
• Following instructions and procedures: Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meeting