Job Advert Summary
An Executive Personal Assistant will be required to provide an efficient and accurate executive administrative support service to the PPSHA CEO and the Executive Team for the smooth operation of the business.
The role of an Assistant involves a great deal of multitasking. You will work with teams, groups, management, and Executives. Engage in planning functions, flight, accommodation, agendas, communication, PowerPoint, according to the needs. Much of the work involves oral and written communication, word processing and dealing with email and telephone inquiries. A successful P.A. is critical to the efficiency of an organization and we are looking for an individual who can become an integral part of our business and culture.
Minimum Requirements
Education:
- Grade 12 essential
- Personal Assistant Qualification
Experience
- Medical Scheme administration experience
- MS Office
- Industry/legislation and regulations
- Council circulars
- Product knowledge
- PPSA processes
- Policies and Procedures
- ISO Principles
Knowledge and Skills (maximum of 10):
- Outstanding organisational and time management skills
- Ability to demonstrate knowledge of a broad range of stakeholder relations activities.
- Organisational and planning skills
- Drive for results
- Ability to multitask and prioritize daily workload
- Ability to use initiative and self-starter.
- Analytical thinker
- Excellent verbal and written communications skills
- Excellent interpersonal skills including the ability to influence across the organisation and externally.
- Discretion and confidentiality
Competencies (maximum of 8):
- Accurate
- Ability to meet deadlines
- Empathetic
- Diplomatic
- First time right
- Team player
- Respect
- Willing to go the extra mile/ do the extraordinary
- Ownership
- Honesty
- Willing to learn
- Enthusiasm
- Customer orientated
- Approachable
- Business orientated
- Creative
- Attention to detail
- Flexible
- Passion for customer service
- Motivational
- Goal orientated
- Committed to customer satisfaction
- Driven, high energy & results orientation
- Disciplined, self-confidence, assertiveness & excellent interpersonal skills
Duties and Responsibilities
- Acting as a first point of contact: dealing with correspondence and phone calls.
- Managing diaries and organising meetings and appointments, often controlling access to the manager/executive.
- Booking and arranging travel, transport and accommodation
- Organising events and conferences.
- Reminding the manager/executive of important tasks and deadlines
- Typing, compiling and preparing reports, presentations and correspondence
- Managing databases and filing systems.
- Implementing and maintaining procedures/administrative systems
- Liaising with staff, suppliers and clients.
- Collating and filing expenses.
- Miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, e.g. completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.
- Take dictation and minutes.
- Source office supplies.
- Produce reports, presentations and briefs.
- Replying to emails, faxes and post.
- Assisting with projects their manager might be working on by researching or writing reports.
- Behave in alignment with PPSHA values.
