An insurance company seeks an Administrative Assistant to be based in its HR department. The incumbent will support the management team and be required to handle highly confidential documents and information requiring utmost discretion.

Key Outputs:

Administrative support to the Head
• Devises and maintains office systems, including data management and filing
• Follow up on action points from team meetings
• Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required
• Managing and actioning incoming email, faxes and post, often corresponding on behalf of the manager
• Prepare and lodge accounts and expense claims, for payment
• Monitor budget spend including the preparation of the budget and handling budget related queries and liaison with accounts
• Travel arrangements including travel admin and ensuring adherence to group travel and procurement policies
• Manage the diary of the manager by scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time
• Meets and greets visitors at all levels of seniority
• Timeous and accurate scheduling of meetings on behalf on manager ensuring that venues and appropriate facilities have been arranged
• Drafts minutes of meetings as and when required
• Conduct general housekeeping of manager’s office

Administrative support to the team
• Arrangement of travel and accommodation
• Screens phone calls, enquiries and requests, and handles them when appropriate
• Organise and maintain diaries and schedule appointments
• Stationery management – keeps stationery inventory, orders new stock, and maintain asset register for the full team

Assist with team communication initiatives
• Responsible for maintaining the team intranet (SharePoint) site with updated documents, policies, communication, team detail
• Follow-up on actions and take responsibility for execution of specific components of it
• Distribution of all team communication
• Arrangement of team engagement sessions and functions
• Maintain team contact list

General Administration
• Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system)
• Administrative support for new staff appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings
• Ensure that office area of the team is in order/ neat; ensuring that maintenance is arranged;

Key Requirements:

• Relevant tertiary qualification
• Administrative support capabilities
• Project and/or process management skills
• At least five years’ experience as an Administrative Assistant in a corporate team and/or responsible for supporting senior management
• Experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area
• Computer literate (Advanced Excel, Word, PowerPoint and SharePoint)
• Strong co-ordination, organisational and planning skills
• Excellent interpersonal, communication and networking skills
• Results orientated, pro-active and deadline driven
• High stress tolerance