NOTE: six-month probation period; working time and hours during COVID - 3 days at the office and 2 days working from home. Laptop and Connectivity will be provided. This is a small specialized short-term insurance concern based in Weltevreden Park, West Rand hence, must have proven PA to an Executive type experience preferably with alignment to this related industry environment, and must live in comfortable proximity. PURPOSE OF THE ROLE - Efficient administration of the office of the Chief Operating Officer including all general secretarial functions. Efficient handling of correspondence and call screening. Providing complete personal professional assistance, particularly diary management, meeting requests and agendas and Board report coordination. Handling of travel arrangements. Organising of adhoc office functions. In addition, support given to the Human Resources Manager as and when required, as well as various other committees and forums, and the office of the CEO. Managing the Association's Code of Conduct Complaints handling including drafting of responses, updating data and filing. Assist with administrative support to member companies. Primary Duties and Responsibilities: Ensure that the COO diary is up to date at all times. Arrange appointments, daily/weekly and confirms meetings in her diary. Arrange all the meetings for the COO either by teleconference, face-to-face, followed by a detailed meeting request Screens calls for the COO, record messages and follow up on responses. Profile documents, e-mail content / attachments to SharePoint in the required format, as and when required. Format and proof-read all formal correspondence for the COO and HR Manager. Arrange travel reservations for the COO and HR Manager. Provides assistance with company secretarial matters including director updates. Types agendas, correspondence, circulars, minutes and memoranda. Co-ordinates printing (where necessary) and distribution, by e-mail, courier or ordinary mail. Diarises and follows up on outstanding matters on behalf of the COO and the HR Manager. Structures own correspondence. Arranges parking for external meetings and ensures that the COO has the relevant documentation for meetings including maps / directions. Arranges luncheons and /or other functions if deemed appropriate by the COO. Typing of confidential documents. Co-ordination of diaries, e.g CEO, COO, Association's Internal Exco, Staff and Team meeting, Other Stakeholders. Handling of special projects i.e. AGMs etc. ASSOCIATION'S CODE OF CONDUCT COMPLIANCE Effective member and client Code of Conduct Complaints handling, following the process, scheduling meetings, follow-up and finalisation. Maintain Code of Conduct register. ASSOCIATION'S CODE OF CONDUCT REPORTING Prepare and distribute quarterly member reporting. Collate information and draft report for the COO. Matric Post matric qualification relevant to the role Proven work experience as Personal Assistant to an Executive Familiar with office organisation and optimisation techniques High degree of multi-skilling and time management capability Excellent written and verbal communication skills Team and task orientated Advanced Computer Literacy (Word, Excel and Outlook
