Executive Assistant (Fixed-Term Contract)

Job Advert Summary

The Executive Assistant (EA) provides high-level, confidential administrative, operational and strategic support to the Group Executive, Advice and Distribution. The role ensures effective coordination, communication, workflow management, and professional representation of the office.

Minimum Requirements

Education:
• A relevant tertiary qualification preferably in Business Administration, Communications, Marketing, or Financial Services.

Experience:
• 5+ years experience supporting an Executive or C-suite leader.
• Experience in financial services, insurance, or a corporate distribution environment is strongly preferred.
• Highly professional, composed, and solutions-driven
• Resilient with strong emotional intelligence
• Confident communicator
• Agile, adaptable, and proactive
• Collaborative team player with strong service orientation

Duties and Responsibilities

Executive Support
• Provide proactive, professional, and confidential support to the Group Executive.
• Manage complex calendars, scheduling, meeting coordination, and travel arrangements.
• Prepare agendas, minutes, action logs, briefing packs, and follow-up items.
• Handle sensitive information with the highest level of discretion.

Office & Workflow Management
• Ensure effective workflow within the Executive’s office, prioritising requests and managing deadlines.
• Act as a key liaison between the Executive and internal/external stakeholders.
• Oversee operational processes, approvals, and submissions for the Executive.

Business Support
• Leverage a strong understanding of PPS Insurance, its product suite, membership model, and distribution channels to support the business and the Group Executive.
• Apply knowledge of the broader South African financial services industry to support the Executive and assist with preparing relevant documentation.
• Compile data, and prepare reports or insights.

Communication, Presentations & Video Content
• Design, format, and maintain high-impact PowerPoint presentations for Exco, Board, internal roadshows, and distribution forums.
• Develop professional video content, including:
• Executive messages
• Internal staff updates
• Distribution campaigns
• Stakeholder engagement pieces
• Manage video editing, branding alignment, and coordination with Marketing/Corporate Communications if needed.
• Support with communication materials such as scripts, speaking notes, briefing documents, and event content.

Stakeholder Engagement
• Build strong working relationships with the Distribution leadership team, Exco peers, and broader organisational stakeholders.
• Manage requests, queries, escalations, and follow-ups on behalf of the Executive.
• Represent the Executive’s office in a manner consistent with PPS values, professionalism, and service excellence.

Administrative Governance & Compliance
• Prepare expense claims, manage budgets for the Executive’s office, and track invoices/payments.
• Ensure compliance with company procedures, data privacy, governance, and document management policies.
• Assist with coordination of governance submissions, business plans, and performance reports.

Competencies:
• Excellent organisation and time management
• Professionalism and discretion
• Initiative and sound judgment
• Strong interpersonal and stakeholder-management skills
• Attention to detail and exceptional accuracy
• Ability to work under pressure with shifting priorities
• Creativity in content development and communication
• Strategic thinking and business acumen