Executive Assistant - Insurance

Description:

Join a dynamic team as an Executive Assistant in the insurance industry, where you'll be the essential support, managing documents, calendars, and confidential information, while also playing a key role in supporting the Managing Director with financial matters and seamlessly adapting to various roles within the organization.

The Executive Assistant main objectives shall include the following:

• Filing important documents, such as reports, meeting notes, emails, and letters.
• Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments, and providing daily briefings.
• Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and brokers.
• Conducting research and creating reports on various topics based on the needs of the executive.
• Keeping important information and documents organized physically, and electronically.
• Maintaining a high degree of discretion and confidentiality.
• Getting to understand (thorough knowledge) of what each person is doing in the organisation in order to fill in, if need be, i.e., absenteeism, maternity cover, etc.
• Assisting the MD with financial related matters.

Key Responsibilities will include the following (not an exhaustive list):

• Reporting excellence
• Relationship building with key stakeholders
• Ensure timeous and accurate completion of all administration
• Meet ever-changing and multiple deadlines, managing day-to-day workflow
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD’s ability to effectively lead the company
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Attend meetings and discussions, as required, take minutes, and ensure action item follow-up
• Work with management to keep the MD apprised of all pertinent information such as schedules, opportunities, staff issues, and track needs, priorities, and follow-up of action points
• Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines
• Ensure MD is prepared for upcoming appointments by gathering materials necessary for each meeting
• Consolidate data and edit documents for accuracy
• Ad-Hoc projects and other duties as requested

Experience:

• Minimum of 3 years within the insurance industry.
• Minimum of 5 years’ experience within a financial, administrative related role. Must know the difference between a “debit” and “credit”.
• Basic understanding of the FAIS act.

Education/Qualifications:

• Matric qualification is a mandatory requirement.
• Tertiary qualification i.e., bachelor’s degree and/or National Diploma in finance and/or accounting (highly beneficial).
• RE (5) is pertinent/vital.
• Should ideally have Class of Business certificate in Provident/Pension Funds.

Skills:

• The ideal candidate has a proven track record in accountability, possesses strong technical skills, including financial management and attributes of professionalism, quick responsiveness, and a proactive, self-starting attitude.
• Excellent written and verbal communication skills.
• Persuasive communication and listening skills.
• Friendly personality, with excellent interpersonal skills.
• Resilient spirit and persistent nature.
• Strong analytical skills with a goal-oriented mind.
• Presentation skills.
• Strong Microsoft Office skills i.e., Excel skills to be of a superior level.
• Familiarity with Arctitan, Profida, Everlytic, and SharePoint are beneficial for this role.

Requirements:

• Filing important documents, such as reports, meeting notes, emails, and letters.
• Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments, and providing daily briefings.
• Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and brokers.
• Conducting research and creating reports on various topics based on the needs of the executive.
• Keeping important information and documents organized physically, and electronically.
• Maintaining a high degree of discretion and confidentiality.
• Getting to understand (thorough knowledge) of what each person is doing in the organisation in order to fill in, if need be, i.e., absenteeism, maternity cover, etc.
• Assisting the MD with financial related matters.

• Reporting excellence
• Relationship building with key stakeholders
• Ensure timeous and accurate completion of all administration
• Meet ever-changing and multiple deadlines, managing day-to-day workflow
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD’s ability to effectively lead the company
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Attend meetings and discussions, as required, take minutes, and ensure action item follow-up
• Work with management to keep the MD apprised of all pertinent information such as schedules, opportunities, staff issues, and track needs, priorities, and follow-up of action points
• Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines
• Ensure MD is prepared for upcoming appointments by gathering materials necessary for each meeting
• Consolidate data and edit documents for accuracy
• Ad-Hoc projects and other duties as requested

• Minimum of 3 years within the insurance industry.
• Minimum of 5 years’ experience within a financial, administrative related role. Must know the difference between a “debit” and “credit”.
• Basic understanding of the FAIS act.

• Matric qualification is a mandatory requirement.
• Tertiary qualification i.e., bachelor’s degree and/or National Diploma in finance and/or accounting (highly beneficial).
• RE (5) is pertinent/vital.
• Should ideally have Class of Business certificate in Provident/Pension Funds.

• The ideal candidate has a proven track record in accountability, possesses strong technical skills, including financial management and attributes of professionalism, quick responsiveness, and a proactive, self-starting attitude.
• Excellent written and verbal communication skills.
• Persuasive communication and listening skills.
• Friendly personality, with excellent interpersonal skills.
• Resilient spirit and persistent nature.
• Strong analytical skills with a goal-oriented mind.
• Presentation skills.
• Strong Microsoft Office skills i.e., Excel skills to be of a superior level.
• Familiarity with Arctitan, Profida, Everlytic, and SharePoint are beneficial for this role.