LTIS Administrator

Job Summary

To enhance the effectiveness of the General Manager – Long Term Insurance Services and the overall Unit by providing high-level executive, administrative and operational support. The Executive Assistant ensures the smooth day-to-day functioning of the GM's office, protects the GM's time and attention, coordinates internal and external engagements, and serves as a discreet, reliable point of contact between the GM and internal stakeholders, brokers, vendors, regulators and clients.

Primary Responsibilities:         

Calendar & Diary Management:

1. Maintain the General Manager's appointment schedule; schedule internal and external meetings.
2. Coordinate meetings with other General Managers, Team Leaders, staff, Branch Managers, Agency Managers, brokers, consultants and clients.
3. Book meeting rooms and manage all associated logistics (dial-in details, materials, refreshments where required).
4. Proactively manage scheduling conflicts; reschedule and re-prioritise as direction from the GM requires.
5. Maintain visibility of the GM's whereabouts and availability for the immediate team.

Inbox & Correspondence Management:

1. Triage the GM's inbox; flag priority items, filter routine matters and surface time-sensitive correspondence.
2. Draft email responses on behalf of the GM for review, or send directly under delegated authority where appropriate.
3. Read, research, and route incoming correspondence; bring decisions and information items to the GM's attention with appropriate context.
4. Draft letters, memoranda and selected documents on behalf of the GM.
5. Follow up on correspondence sent to and from the office of the General Manager and Financial Management.

Gatekeeping & Stakeholder Interface:

1. Screen incoming calls, walk-in visitors and meeting requests directed at the GM.
2. Politely defer, redirect or decline low-priority asks; protect the GM's focus time without damaging relationships.
3. Provide appropriate responses to the CEO, General Managers and other senior stakeholders in respect of pertinent queries and requests for information.

Meeting Preparation, Minutes & Action Tracking:

1. Prepare briefing packs and pre-reads ahead of broker meetings, board sessions, executive committee meetings and key external engagements.
2. Attend meetings as required; capture and summarise minutes.
3. Create, distribute and follow up on action items to ensure execution.
4. Maintain a running action-item and commitment tracker across all active workstreams – capturing both commitments made by the GM and outstanding items owed to him by internal teams, brokers, vendors and external counterparties.

Credit Card & Expense Management:

1. Completion of monthly credit card reports for submission to the CEO's office.
2. Credit card and monthly expense filings and vehicle expenses for internal accounting requirements; flag anomalies, duplicate charges and reconciliation gaps.

Vendor, Broker & External Party Liaison:

1. Follow up with brokers, vendors, consultants and other external parties on outstanding items, confirmations and scheduled deliverables.
2. Confirm receipt of submissions and book follow-up engagements.
3. Maintain a contacts register of key external counterparties used by the GM.

Travel & Logistics Coordination:

1. Co-ordination of travel arrangements for the General Manager (flights, hotel accommodation, ground transport, visas and itineraries).
2. Prepare detailed travel itineraries with meeting schedules, contact details and supporting documents.
3. Reconcile travel expenses post-trip.

Event Coordination:

1. Co-ordinate team offsites, client and broker entertainment, board prep sessions and unit events.
2. Manage logistics, invitations, venues, catering and post-event follow-up.

Onboarding & Offboarding – LTIS Unit:

1. Co-ordinate IT access, system provisioning and induction briefings for new hires within the LTIS unit.
2. Manage offboarding administration for departing staff, including access revocation and asset return.

Procurement & Office Supplies:

1. Manage procurement of office supplies, stationery, corporate gifts and other routine requirements for the GM's office.
2. Liaise with internal procurement and approved vendors as required.

Records, Filing & Confidentiality:

1. Devise, modify and maintain an effective filing system for files, records and confidential documents – physical and electronic – for ease of reference and retrieval.
2. Handle privileged, sensitive and without-prejudice material relating to broker disputes, ex-gratia settlements, claims correspondence and consultancy engagements with strict discretion.
3. Maintain customer (internal and external) confidence; protect operations by keeping selected information confidential.

Invoice & Voucher Processing:

1. Preparation of vouchers and follow up on invoices for settlement related to the GM's office.
2. Liaise with Financial Management to ensure timely processing.

Personal & Discretionary Support:

1. Handle personal banking, errands and discretionary tasks for the General Manager as required.
2. Manage personal calendar items where requested.

Attendance & Property Logs:

1. Preparing attendance log for staff and external stakeholders in conjunction with Corp Relations for MLCL vacation properties for review and approval by the CEO.

Secondary Responsibilities:                                                                                                    

1. Perform other job-related duties and activities as requested.

Education

Minimum 5 CSEC passes inclusive of Grade 1 or 2  in Mathematics and English A and

6 CAPE passes (full certificate) or an equivalent diploma or professional certificate. 

Degree in Business Administration, Management, or a related discipline.

Tertiary level qualifications in administration e.g. Advanced Diploma of Association of Business Executives, or Advanced Diploma of the Institute of Administrative Management is an asset

LOMA Examination passes is an asset.

Experience

Five - Ten (5-10) years experience in a similar role 

Please note that our recruitment and selection policy requires you to present a police certificate of character no older than 6 months from the date of stamp.

We thank you for your application. However, only if you have been short-listed, you will be contacted.