SAIA

South African Insurance Association

+27 11 726 5381

SAIA Vacancy PA to COO

Job Title:

Personal Assistant Job Description

Job Category:

Advanced Administrative professional

Division:

Office of the COO

Reports to:

Chief Operations Officer
(COO)

Direct Reports:

None.

 

 

Key Internal Relations:

ISAIA Executive Team
Human Resources Manager
Accountant
Personal Assistants
Support Staff

Key External Relations:

All Member Companies
Associate Members
National Treasury
Financial Sector Conduct Authority
Ombudsman for Short term Insurance

 

Job Description: #150780

 

Job Purpose

Efficient administration of the Chief Operations office including all general secretarial functions. Efficient handling of correspondence and call screening. Providing complete personal professional assistance, particularly diary management, meeting requests and agenda’s 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 SAIA 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 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, SAIA Internal Exco, Staff and Team meeting, Other Stakeholders.
  • Handling of special projects i.e. AGM’s (IGF, SAIA, SANPA)

SAIA 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.

SAIA CODE OF CONDUCT – REPORTING

  • Prepare and distribute quarterly member reporting.
  • Collate information and draft report for the COO.

Performance Standards

Together with the above the successful candidate will be required to sign a more detailed performance agreement upon commencing employment as well as the SAIA internal code of conduct and any other related policies governing the SAIA.

Education, skills and experience

  • Matric.
  • Post matric qualification relevant to the role.
  • Proven work experience as Personal Assistant to a 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)

The Personal Assistant (PA) position to the Chief Operations Officer (COO) is open to applications both inside and outside the organisation.

An interested party should kindly view the attached job description for more information regarding the role, forward an updated CV to nicol@saia.co.za before the closing date of 14 April 2021.

Enquiries can also be forwarded to the same email address.

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