OUT Broker Team Assistant (Cape Town)

OUTsurance, a prominent player in the South African insurance landscape for nearly three decades, is seeking a dedicated Team Assistant to join their Broker Department in Cape Town. This role is crucial for ensuring the smooth administrative functioning of the department, supporting the regional and general managers, and facilitating efficient daily operations within the Western Cape office. If you thrive in a dynamic, fast-paced environment and possess a meticulous approach to administrative tasks, this opportunity within a Top Employer South Africa could be an excellent career move.

About the Role

The Team Assistant will be instrumental in managing a wide array of administrative duties essential for the productivity of the OUTsurance Broker Department in the Western Cape. This position demands a proactive individual capable of anticipating needs and efficiently executing tasks to support the regional and general managers, as well as the broader departmental team. A key aspect of the role involves acting as a central point of contact, handling correspondence, and ensuring that all administrative processes run seamlessly. The successful candidate will contribute to a well-organised and effective departmental workflow.

Your responsibilities will be diverse and will encompass a range of administrative functions critical to the department's success. These include:

• Providing comprehensive support to Regional and General Managers, as well as the wider department, in organising various projects and initiatives.
• Managing incoming and outgoing communications by screening calls, directing correspondence, and handling front office and reception duties.
• Responding effectively to ad hoc requests and queries from various stakeholders.
• Skillfully managing diaries, organising meetings, and scheduling appointments, often requiring careful coordination and access control to calendars.
• Coordinating and arranging travel, transport, and accommodation requirements for staff.
• Liaising effectively with both internal and external stakeholders, fostering positive working relationships.
• Monitoring, prioritising, and responding to emails in a timely and professional manner, as directed by management.
• Processing invoices and expense claims, working closely with relevant personnel for financial administration.
• Assisting in the organisation and execution of events, and attending these events to ensure their smooth facilitation.
• Preparing reports, presentations, and correspondence, which may involve typing and compilation.
• Taking accurate minutes during meetings, whether through handwritten notes or electronic means.
• Managing the ordering and upkeep of office stationery supplies.
• Providing general administrative assistance to ensure the department operates efficiently.

What They're Looking For

To excel in this role, candidates will need to demonstrate a strong set of organisational and interpersonal skills. A Matric qualification is essential, along with proven proficiency in the MS Office Suite. Previous experience, ideally two years, in a professional or team assistant capacity, particularly with event arrangement, is highly desirable.

Key competencies that will be assessed include:

• **Exceptional Organisational Skills:** The ability to manage multiple tasks, prioritise effectively, and maintain a high level of accuracy.
• **Teamwork and Flexibility:** A collaborative spirit and the adaptability to manage changing priorities.
• **Professional Demeanour:** Maintaining a calm and professional attitude at all times.
• **Communication Prowess:** Strong written and verbal communication skills are vital for effective interaction with colleagues and stakeholders.
• **Attention to Detail:** Meticulousness in all aspects of work, including proofreading.
• **Confidentiality and Discretion:** The capacity to handle sensitive information with the utmost discretion.
• **Initiative and Positivity:** A self-starter attitude with a positive outlook and the drive to see tasks through to completion.
• **Alignment with OUTsurance Values:** A genuine understanding and embodiment of OUTsurance's core values: Awesome Service, Passionate, Honest, Human, Dynamic, and Recognition.
• **Practical Requirements:** A valid driver's licence and ownership of a vehicle are also required for this position.

OUTsurance is committed to Employment Equity and will prioritise candidates from designated groups who meet the job requirements. The company fosters a winning, fun, and inclusive culture, offering great rewards, comprehensive benefits, and significant growth opportunities from within.

In South Africa, a Team Assistant role supporting management in a corporate environment typically ranges from R15,000 to R25,000 per month, depending on experience, the size of the company, and the specific responsibilities. Major insurance companies, financial services firms, and large corporations are common employers for such positions. Career progression often involves moving into more senior administrative roles, executive assistant positions, or even specialising in project management or operations coordination within the organisation.

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