Team Assistant - (Quality Management & Customer Service)

Job Description THE JOB AT A GLANCE As a Team Assistant, you will work closely with the Head of Quality Management and the Head of Customer Service, providing comprehensive administrative support to help ensure the effective, efficient and seamless delivery of departmental services. What You Will Do Provide comprehensive secretarial and administrative support to the assigned Heads Manage the diaries and calendars of the assigned Heads of Department, including scheduling, prioritizing, and coordinating appointments, meetings, and commitmentsArrange, coordinate, and provide administrative support for departmental, executive, and committee meetingsPrepare meeting agendas, coordinate inputs, compile and distribute Exco packs and other meeting materials within agreed timelinesAttend meetings, take accurate minutes, record decisions and action items, and circulate minutes and follow-up actions within agreed timelinesCompile, format, and circulate monthly reports, management information, presentations, and other departmental submissionsDraft and format reports, letters, presentations, circulars, agendas, minutes, and general correspondenceCoordinate the preparation and submission of executive and departmental packs, ensuring that information is complete, accurate, and submitted on timeMonitor and follow up on outstanding actions, deadlines, and deliverables arising from meetings and departmental activitiesHandle, coordinate, and respond to departmental queries, referring matters to the appropriate person when necessaryMaintain organized electronic and hard-copy filing systems and ensure that confidential records and correspondence are managed appropriately General Administrative Duties Manage end-to-end travel arrangements for the assigned Head of Department, including itineraries, bookings, logistics, and related administrative requirementsCoordinate and process all financial and budget requests for review, approval, and sign-offSupport effective budget control by monitoring expenditure, maintaining accurate records, and escalating variances where appropriateMonitor and follow up on departmental deadlines and deliverables by issuing and tracking electronic task requestsMaintain an accurate diary of committee circulars, submissions, and key deadlines, ensuring timely action and complianceManage, maintain, and organise departmental documentation in accordance with established administrative and confidentiality requirementsCoordinate the collation, quality assurance, uploading, and timely submission of monthly Exco reports and quarterly Advisory Board reportsCoordinate the booking and preparation of meeting rooms and related facilities as requiredManage stationery requirements, including the coordination and tracking of departmental ordersManage invoices and Opex administration, ensuring accurate processing, record-keeping, and timely resolution of queriesProvide comprehensive administrative and project coordination support, including the planning and execution of project logisticsSupport the planning, coordination, and execution of departmental events and related logistical activities What You Will Get In Return We offer great opportunities for personal and professional development in a stable company that’s 132 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration. Turnaround time The shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers. Kindly note that should you not receive a response within 21 days please consider your application unsuccessful. Closing date: 14th October 2026 Our Commitment to transformation: In accordance with the employment equity plan of Rand Mutual Assurance and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups. Job Requirements What You'll Bring To The Table Grade 12 qualification/Matric Certificate requiredDiploma in Office Administration, Secretarial Studies or Project Management will be an added advantageAt least 2–3 years of proven experience supporting teams or executives as a Team Assistant, Personal Assistant or Project/Event CoordinatorDemonstrated experience managing invoices, operating expenses and related financial administrationStrong organizational and time-management skills, with the ability to prioritize competing demands and consistently meet deadlinesPractical experience coordinating and delivering professional events and managing related logisticsThe ability to remain calm, focused, and effective under pressureExceptional attention to detail, accuracy, and follow-throughExcellent verbal and written communication skills, with the confidence to engage professionally at all levelsA polished, professional personal presentation and a consistently professional approachA strong customer-service orientation and a commitment to delivering responsive, high-quality supportStrong information-management skills, including the ability to handle, organize, and maintain confidential recordsExcellent planning and organizational capabilities, with a proactive approach to coordinating multiple priorities.