Job Description

Who are we?Sanlam was established as a life insurance company in South Africa but has since transformed into a diversified financial services group that operates across the African continent, India, Malaysia and selected developed markets, with listings on the Johannesburg, A2X and Namibian stock exchanges. In 2018 the Group celebrated its centenary as well as 20 years since demutualisation and listing in South Africa and Namibia. Sanlam is one of the largest internationally active insurance groups in the world with a presence in 43 countries and has the biggest non-banking financial services footprint on the African continent.The Group's five business clusters (Sanlam Fintech, Sanlam Life and Savings, Sanlam Investment Group, Sanlam Allianz and Santam) house the Group's business operations. The Group Office provides strategic direction and support to the four clusters, assisting them in realising their strategies and meeting their business objectives. The Group Office is responsible for governance and for the Group's centralised functions, which include: Finance, Actuarial and Risk Management, Strategy, Human Resources, Market Development and Brand Sustainability.What will you do?A role exists in the Group Secretariat team, reporting to the Group Company Secretary. The successful candidate will be required to perform secretarial and general office duties.What will make you successful in this role?Secretarial support to an Executive:

• Engage and arrange meetings with several direct reports to the Executive and Board Members.
• Proactive diary management for Group Company Secretary, the Group Board Chair and the Group Secretariat.
• Ensure manager(s) / Board members is/are equipped with necessary documentation to proceed with meetings.
• Line Manager and Secretariat Inbox management
• Screen incoming calls and correspondence, responding independently where possible.
• Preparation and support with PowerPoint presentations.
• Language editing support
• Responsible for arranging events, board meetings or conferences by arranging facilities and catering, issuing information or invitations, coordinating speakers.
• Preparing records such as agendas, notices, minutes, and resolutions for corporate meetings.
• Responsible for arranging travel plans and itineraries, and compiles documents for travel-related meetings.
• Format information for internal and external communication - memos, emails, presentations, and reports.
• Filing of documents.

Administration:

• Source required information requested by manager.
• Support manager(s) with all Group Secretariat management actions on myWorkspace.
• Arrange and manage payment of invoices (Group CEO and Group Company Secretary).
• Payment of Director fees.
• Sanlam credit card and cellphone administration.
• Taking of minutes and responsible for managing follow-ups where required.
• Ad hoc requests.

General Office Management:

• Act as an office manager by keeping up with office supply inventory.
• Management of the storeroom, office equipment and general kitchen facilities.
• Support to a larger office environment - Office management to a broader team.

International and national travel and accommodation arrangements:

• Research valuable information on international destinations on behalf of manager(s).
• Provide a well-documented travel itinerary in advance.

Qualification and Experience

• Grade 12 and relevant Diploma/Certificate with 6-8 years related experience.
• Proven experience in a corporate, preferably listed environment.
• Proven experience working with confidential information.
• Candidates with experience in a Company Secretarial environment will have preference.

Additional requirements

• Be confident to engage with other Group Executives and Board members.
• Engage with local and international stakeholders.
• Be able to work under pressure and have a high stress tolerance.
• International travel arrangement experience.
• Advanced experience in Microsoft Office (Word, Excel & PowerPoint).
• Advanced experience in Board portals.
• Understanding of professional business communication methods and processes.
• Adhere and be sensitive to organisational impacts/influences (red tape, protocol etc.,).
• A sound knowledge of etiquette that is followed or prescribed in a social and/or professional setting on an executive level.
• Displays a high level of confidentiality.
• Be available and prepared to work after hours.

Knowledge and SkillsReservation ManagementSecretarial SupportAdministrationManages various Stakeholder queries and supportPersonal AttributesCommunicates effectively - Contributing independentlyPlans and aligns - Contributing independentlyAction orientated - Contributing independentlyOptimises work processes - Contributing independentlyBuild a successful career with usWe're all about building strong, lasting relationships with our employees. We know that you have hopes for your future - your career, your personal development and of achieving great things. We pride ourselves in helping our employees to realise their worth. Through its five business clusters - Sanlam Fintech, Sanlam Life and Savings, Sanlam Investment Group, Sanlam Allianz, Santam, as well as MiWay and the Group Office - the group provides many opportunities for growth and development.Core CompetenciesCultivates innovation - Contributing independentlyCustomer focus - Contributing independentlyDrives results - Contributing independentlyCollaborates - Contributing independentlyBeing resilient - Contributing independentlyTurnaround timeThe 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.The application closing date is 30 September 2024.Our commitment to transformationThe Sanlam Group is committed to achieving transformation and embraces diversity. This commitment is what drives us to achieve a diverse, inclusive and equitable workplace as we believe that these are key components to ensuring a thriving and sustainable business in South Africa. The Group's Employment Equity plan and targets will be considered as part of the selection process.

Sanlam