F2F Team Assistant (Cape Town)

OUTsurance is seeking a proactive and organised Team Assistant to join their OUT Broker Department in Cape Town. This role is crucial for ensuring the smooth operation of administrative functions within the Western Cape office, supporting the daily tasks of departmental staff and coordinating various administrative activities. If you possess exceptional organisational abilities, a knack for multitasking, and a commitment to providing excellent service, this opportunity could be an excellent fit for your career aspirations.

About the Role

The core of this position revolves around providing comprehensive administrative support to Regional and General Managers, as well as the broader department. You will be the go-to person for a wide range of administrative tasks, from managing correspondence and directing calls to organising meetings and handling travel arrangements. A significant part of your role will involve ensuring that the department's administrative needs are met efficiently and effectively, allowing the management team to focus on their strategic objectives. This includes maintaining order and clarity in day-to-day operations.

Your responsibilities will be diverse and demand a high level of attention to detail and proactive engagement. Key duties include:

• **Administrative Oversight:** Handling daily administrative tasks for staff within the Western Cape office, ensuring departmental operations run seamlessly.
• **Communication Management:** Screening and directing incoming calls, managing incoming and outgoing correspondence, and monitoring email inboxes to respond or draft responses as directed.
• **Front Office Duties:** Managing the front office and reception area, serving as the first point of contact for visitors and ensuring a professional first impression.
• **Diary and Meeting Coordination:** Organising and managing diaries, scheduling meetings and appointments, and controlling calendar access to optimise the managers' time.
• **Travel and Logistics:** Booking and arranging travel, accommodation, and transport for staff and stakeholders.
• **Stakeholder Liaison:** Effectively liaising with both internal and external stakeholders to facilitate smooth communication and operations.
• **Financial Administration:** Processing invoices and expense claims, working closely with relevant personnel.
• **Event Support:** Assisting in the organisation of events and providing on-site support to ensure their success.
• **Documentation:** Typing, compiling, and preparing various reports, presentations, and correspondence.
• **Minute Taking:** Recording minutes for meetings, whether through handwritten notes or electronic means.
• **Resource Management:** Ordering and managing stationery supplies.
• **General Support:** Providing general administrative assistance as and when required to support the team.

What They're Looking For

OUTsurance is seeking an individual who embodies a positive attitude and a strong work ethic, with a proven track record in administrative roles. Essential competencies include:

• **Organisational Prowess:** Advanced organisational skills are paramount to manage multiple tasks and priorities effectively.
• **Team Collaboration:** A flexible and adaptable team player who can contribute positively to the departmental environment.
• **Professional Demeanour:** A calm, composed, and professional manner, especially when dealing with internal and external stakeholders.
• **Prioritisation Skills:** The ability to effectively prioritise tasks and manage multiple demands simultaneously.
• **Communication Excellence:** Strong written and verbal communication skills are vital for clear and concise interaction.
• **Attention to Detail:** Meticulous attention to detail, including excellent proofreading abilities, to ensure a high level of accuracy in all work.
• **Discretion and Confidentiality:** The capacity to handle sensitive information with the utmost discretion and maintain confidentiality.
• **Initiative:** A self-starter with personal drive, capable of taking ownership of tasks and seeing them through to completion.
• **Alignment with Values:** A genuine alignment with OUTsurance's core values of Awesome Service, Passionate, Honest, Human, Dynamic, and Recognition.

**Qualifications and Experience:**

• Matriculation certificate is required.
• Proficiency in the MS Office Suite is essential.
• A minimum of two years' experience in a professional assistant or team assistant role, with a focus on event arrangement.
• Previous experience in customer care or dealing with client complaints is beneficial.
• Demonstrated business writing skills.
• A valid driver's licence and your own vehicle are necessary.

This role offers a fantastic opportunity to grow within a well-established and dynamic South African company. Team Assistants in Cape Town typically earn between R15,000 and R25,000 per month, depending on experience and specific responsibilities. Major employers for such roles include financial services institutions, insurance companies, and large corporate organisations. Career progression often leads to more senior administrative positions, executive assistant roles, or specialised administrative management functions.

Experience/ Qualification needed:

• Matric
• Proficient in MS Office Suite
• 2 years’ experience as Professional Assistant/Team Assistant- arranging events.
• Customer care experience or dealing with client complaints
• Business writing skills
• Valid driver's license and own vehicle