Executive Personal Assistant: Group Secretariat at Sanlam Group

What will you do?

• A role exists in the Group Secretariat team, reporting to the Group Company Secretary. The successful candidate will be required to perform secretarial and general office duties. 

What will make you successful in this role?

Secretarial support to an Executive: 

• Engage and arrange meetings with several direct reports to the Executive and Board Members.
• Proactive diary management for Group Company Secretary, the Group Board Chair and the Group Secretariat.
• Ensure manager(s) / Board members is/are equipped with necessary documentation to proceed with meetings.
• Line Manager and Secretariat Inbox management
• Screen incoming calls and correspondence, responding independently where possible.
• Preparation and support with PowerPoint presentations.
• Language editing support 
• Responsible for arranging events, board meetings or conferences by arranging facilities and catering, issuing information or invitations, coordinating speakers. 
• Preparing records such as agendas, notices, minutes, and resolutions for corporate meetings.
• Responsible for arranging travel plans and itineraries, and compiles documents for travel-related meetings.
• Format information for internal and external communication – memos, emails, presentations, and reports.
• Filing of documents.

Administration: 

• Source required information requested by manager.
• Support manager(s) with all Group Secretariat management actions on myWorkspace.
• Arrange and manage payment of invoices (Group CEO and Group Company Secretary).
• Payment of Director fees.
• Sanlam credit card and cellphone administration. 
• Taking of minutes and responsible for managing follow-ups where required. 
• Ad hoc requests.

General Office Management:

• Act as an office manager by keeping up with office supply inventory.
• Management of the storeroom, office equipment and general kitchen facilities.
• Support to a larger office environment – Office management to a broader team.

International and national travel and accommodation arrangements:

• Research valuable information on international destinations on behalf of manager(s).
• Provide a well-documented travel itinerary in advance.

Qualification and Experience

• Grade 12 and relevant Diploma/Certificate with 6-8 years related experience.
• Proven experience in a corporate, preferably listed environment.
• Proven experience working with confidential information.
• Candidates with experience in a Company Secretarial environment will have preference.

Additional requirements 

• Be confident to engage with other Group Executives and Board members.
• Engage with local and international stakeholders. 
• Be able to work under pressure and have a high stress tolerance.
• International travel arrangement experience. 
• Advanced experience in Microsoft Office (Word, Excel & PowerPoint).
• Advanced experience in Board portals.
• Understanding of professional business communication methods and processes. 
• Adhere and be sensitive to organisational impacts/influences (red tape, protocol etc.,).
• A sound knowledge of etiquette that is followed or prescribed in a social and/or professional setting on an executive level. 
• Displays a high level of confidentiality. 
• Be available and prepared to work after hours. 

Knowledge and Skills

• Reservation Management
• Secretarial Support
• Administration
• Manages various Stakeholder queries and support