Administration Assistant

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We have an exciting role for an Administrative Assistant within Santam Specialist Solutions.

• Travel and expense arrangements.
• Assisting with travel and accommodation.
• Follow up on claim/payment queries when needed.
• Forging strong relationships with internal staff and managers.
• General diary management.
• Prepare briefing materials for meetings and appointments.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Handle confidential information with utmost discretion.
• Prepare project documentation and presentations for stakeholders.

Internal Marketing Initiatives and Campaigns

• Arranging office functions / team buildings and meetings.
• Assisting with co ordination of Townhalls and/or Staff or Broker events.
• Assist with internal marketing initiatives where required.
• Help manage relationships with marketing agencies and vendors.
• Help create training materials for the department.
• Support the creation and distribution of marketing materials.
• Monthly budget reconciliation.
• Loading of invoices and making payments through the JDE system.
• Monitor project budgets and resource allocation.
• Assist in preparing and monitoring departmental budgets.
• Process and track expenses, including credit card reconciliations.
• Manage invoice processing and payment approvals.

Office Management

• General ad hoc tasks.
• Ordering of stationery and any additional items required by the contact centre.
• Office health and safety.
• Support on IT matters.

Team Support and Communication

• Create and maintain project timelines, task lists, and status reports.
• Coordinate cross functional teams and facilitate communication.
• Liaise with the Finance department on budget related matters.
• Assist in onboarding new team members.

• 3-5 years of experience as an assistant or in a similar role.
• Basic understanding of marketing concepts.
• Ability to handle confidential information with discretion.
• Proactive problem solving skills and attention to detail.
• Flexibility to adapt to changing priorities and work under pressure.
• Experience in event planning and coordination.
• Basic financial acumen and budgeting skills.
• Administrative related experience.
• RE5 advantageous.

Being resilient - Contributing independently

Collaborates - Contributing independently

Cultivates innovation - Contributing independently

Customer focus - Contributing independently

Drives results - Contributing independently

1. Step 1 - Advertise the vacancy for 3-5 days depending on market availability.
2. Step 2 - Screening of applications (may take a couple of days).
3. Step 3 - Short list candidates and forward to the hiring manager for next stage.
4. Step 4 - Telephonic screening interview to clarify candidate details.
5. Step 5 - Competency interview with the panel; interview dates confirmed via e mail.
6. Step 6 - Psychometric assessment if required.
7. Step 7 - Second interview with the Head of Department if needed.
8. Step 8 - Onboarding: confirm documents and complete payroll set up.

Interviewing is a two way process - it helps us learn about you and it helps you learn about us. Santam has been officially recognised by the Top Employers Institute as a Top Employer 2025 for excellence in people practices - this is the ninth consecutive year that we have achieved this accolade.