Overview
Administrative Assistant Jobs in Cape Town, Western Cape, South Africa at Santam Business
Title: Administrative Assistant
Company: Santam Business
Location: Cape Town, Western Cape, South Africa
Job title : Administrative Assistant
Job Location : Western Cape, BellvilleDeadline : April 03, 2025Quick Recommended Links
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What will make you successful in this role?
Administrative Support
PRINCIPLE ACCOUNTABILITIES INCLUDE:
Expense management which includes monitoring budget spend including the preparation of the budget and handling budget related queries, preparing and lodging expense accounts and claims for payment and administrative purposes.
Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
Office asset management and maintenance of asset register for the team (e.g. laptops). This includes stationary management (inventory maintenance and requisition), maintaining of office systems, data management and filing, organograms and mailing and teams lists.
Diary management. This includes timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities have been arranged as needed as well as following up on diary requests to ensure appropriate and constructive allocation of time.
Function organizing and management, such as strategic sessions and various team events, including venue hire and all logistical aspects and catering associated with such events.
Managing and actioning incoming email, often corresponding on behalf of the manager, if needed.
Screens phone calls, enquiries and requests
Assist with Ad hoc requests as needed by the team
Travel Co-ordination
Co-ordinate travel arrangements for team
Ensure adherence to Santam group travel and procurement policies
Assist With Team Communication Initiatives
Minuting meeting action items, track progress and follow up on delivery
Responsible for maintaining the team intranet (Sharepoint, Confluence and MS Teams) site with updated documents, policies, communication, team detail
Distribution of all team communication
Arrangement of team engagement sessions and functions
Maintain team contact list
General Administration
Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system)
Administrative support for new employee appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings
Administrative support for staff resignations to ensure all aspects of our HR policy are adhered to in this regard
Ensure that office area is in order/ neat; ensuring that maintenance is arranged when required
Qualifications & Experience
Relevant tertiary qualification
Administrative support capabilities
Project and/or process management skills
Preferably 5 years’ experience as a Personal Assistant in a corporate team and/ or responsible for supporting senior management.
Evidence of experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area is recommended.
Skills
Computer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)
Ability to self-teach and master Confluence and MS Teams
Strong co-ordination, organisational and planning skills
Attention to detail
Excellent interpersonal, communication and networking skills
Results orientated, pro-active and deadline driven
Ability to operate under pressure
Strong quality and client service orientation
Sound analysis skills
Confidentiality
Ability to ‘think-out-of-the-box’ / lateral thinking
High initiative/self-starter/proactive and anticipate requirements
Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
Ability to work and make decisions independently
Administrative / Management jobs
