Job Description

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Executive Personal Assistant
Details
Closing Date 2025/11/14
Reference Number HOL251111-1
Job Title Executive Personal Assistant
Business Unit Hollard Insure
Department Management
Job Family Business Assurance - Risk, Compliance, and Fraud
Job Type Classification Permanent
Reporting To Chief Operations Officer
Number of Positions 1
Location - Town / City Parktown
Location - Province Gauteng
Location - Country South Africa
Job Advert Summary
Job Purpose
To provide high level confidential support to the Chief Risk Underwriting Officer and Chief Operating Officer by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.
Key Responsibilities:

• To act as a first point of contact dealing with correspondence and phone calls

• To proactively manage and coordinate the diary of the CRUO and COO by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.

• Plan and organise travel and accommodation when required

• Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the executive's are met.

• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Executive's.

• To provide support for Board meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To plan and manage key organisational events such as; AGM, Staff and Volunteer conference, Strategy days, Staff briefings and others as required.
• Develop skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of Insure.
• Ensure that work is carried out in accordance with Hollard' Purpose, policies and procedures.
• Participate and contribute to organisational/team meetings as required.
• Provide reports for senior management as required.
• Undertake any other appropriate duties as required to support the Executive's to enable them to fulfil their role.
• Carry out all the duties with complete discretion and a high regard for confidentiality.
• Any other duties relevant to the needs of the organisation and as directed

Required Knowledge and Experience

• Minimum of 5 years secretarial experience at an executive level

• Experience of providing high-level administrative support in a senior role

• Ability to convey information to people clearly and simply

• Ability to forward plan and manage a complex and busy diary

• Excellent, administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them

• Experience of managing and planning projects, conferences and events

• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely

• Ability to draft routine correspondence and reports

• Ability to maintain accuracy and attention to detail

• Good negotiation skills

• Excellent interpersonal and communication skills including diplomacy

• Excellent time management skills with the ability to manage multiple priorities and deadlines

• Excellent knowledge of Microsoft Office

• The ability to work effectively with colleagues at all levels.

• Confident and determined with the ability to work on own initiative and as a team member when required

• Ability to prioritise, meet deadlines and manage the conflicting demands of a busy workload

• Ability to work flexibly and occasionally out with office hours

Knowledge

• Computer literate - PC literacy essential (MS Teams, Word, Excel, and PowerPoint), Zoom

• Sound PA knowledge

Skills

• Customer service orientation

• Effective self-management

• Stake holder management - very important

• Excellent interpersonal communication skills
• Good time management / project management
• Demonstrate common sense, self-motivation, and discipline

Personal attributes

• Accuracy and attention to detail

• Deadline/Delivery driven

• Initiative and proactivity

• Team player

• Self-managed

• Integrity

• Assertiveness

Educational Requirements

• Matric

• Relevant secretarial qualification

Policy
Hollard is unapologetically committed to creating and enabling a workplace that values your diversity with a true sense of care, dignity and inclusion. We actively seek to hire for your different lived experiences (including, but not limited to disability, race, religion, ethnicity, culture, language and social origin , gender diversity, sexual orientation, neurodiversity). These grounds enhance cognitive diversity and psychological safety in our workplace for everyone.
We proudly promote the "Hollard Way we work," which is a combination hybrid work environment at this time. We offer flexibility in our work as far as possible, dependent on the nature of the role. Even if you don't meet all our selection criteria, we encourage you to apply!
Hollard. All rights reserved.
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