Portfolio Assistant (Personal Assistant) at Santam Insurance

JOB DESCRIPTION

• The role is in the Strategy & Enterprise Architecture and Group Information Security BITS Unit within the Santam Group CIO’s office. The role must support the Unit’s functioning throughout the Santam Group corporate calendar with its many events, engagements and activities. The role also supports adequate preparation for all SIIC & Steerco and Business enhancements related reports (Monthly and Quarterly) and presentations e.g. Steerco’s, Manco’s, CIO Reports, Audit committee and Board packs.
• The role is required to engage with external parties and to credibly represent the Santam Strategy & Enterprise Architecture and Group Information Security BITS unit in these engagements and will handle highly confidential information. The role therefore carries reputational risk for Santam Group.

PRINCIPLE ACCOUNTABILITIES INCLUDE:

• Co-ordinate the Strategy & Enterprise Architecture and Group Information Security BITS Units Heads key events, diary planning, communications & logistics. 
• Support with the Strategy & Enterprise Architecture and Group Information Security BITS Unit’s events planning & logistics co-ordination.
• Gathering of information and background research, follow-up, preparing of summaries, basic analysis as and when required, including monthly CIO reporting and quarterly reports.
• Produces documents, reports and presentations, including drafting of presentations with guidance from manager and colleagues.
• Deals with incoming email, payment of accounts, organising travel, often corresponding on behalf of the manager
• Organising meetings, ensuring that the manager is well-prepared for meetings, minute taking and follow up on action points.  This includes minute taking and ensuring actions are done. 
• Drafting, setting up and managing Team collaboration and communication from various platforms. (Confluence, MS Teams etc.)
• Assist in driving the organising of Strategy & Enterprise Architecture and Group Information Security engagements (monthly and quarterly) with the Group’s Business Units and external stakeholders. (vendors and SGT (Sanlam Group Technology) and Subsidiaries etc.)
• Assist in ensuring adequate preparation for the Strategy & Enterprise Architecture and Group Information Security Finance CIO reports and obtain input from various contributors.

QUALIFICATIONS AND EXPERIENCE

• Relevant tertiary qualification
• Minimum 5 years experience as personal assistant/ administrative role in a large corporate and responsible for supporting several senior managers.
• Knowledge of the insurance or financial services industry would be an advantage
• Proven track record of dealing at senior levels (CEO office or similar) is an advantage

SKILLS

• Computer literate (Advanced Excel, Word and PowerPoint)
• Strong co-ordination, organisational and planning skills
• Excellent interpersonal, communication and networking skills
• Results orientated, pro-active and deadline driven
• High stress tolerance: Ability to operate under pressure
• Strong quality and client service orientation 
• Strong analysis skills
• Managing confidential information
• Ability to ‘think-out-of-the-box’ / lateral thinking 
• High initiative/self-starter/proactive and anticipate requirements 
• Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities 
• Ability to work and make decisions independently 
• Financial acumen