About the position
Introduction
Internal Advert - Executive Assistant: Administration and Transaction Services - 6 Months FTC
The position of Executive Assistant: Administration and Transaction Services is vacant. The Executive Assistant: Administration and Transaction Services will report directly to the Chief Administration Officer and form part of the Administration and Transaction Services Division. The position is based at GEMS Head Office in Pretoria.
The total remuneration package will be R 41 969 per month, based on the Scheme's Remuneration Policy.
The closing date for applications will be Friday, 10 February 2026.
Duties & Responsibilities
The Executive Assistant: Administration and Transaction Services will be required to support the Chief Administration Services through the implementation of the following Key Performance Areas (KPAs):
- Manage the Executive calendar to ensure that all meetings are scheduled via the Executive Assistant/ agreed SOP.
- Acts as a "gatekeeper" for the Executive's schedule.
- Booking attendance of events, conferences, and seminars, both domestic and internationally.
- Screen of incoming telephone calls and handle queries in an appropriate manner, and engage with both internal and external customer queries.
- Maintain and update the division's Annual Plan.
- Ensure that all documentations are circulated and submitted as per the Year Planner e.g. Access the board portal on a regular basis to ensure compliance to action items and agenda inputs.
- Prepare and circulate all divisional meeting documents e.g. agenda, action list, minutes, presentations etc.
- Circulation for input and approval as well as submissions of documents for Board and Committee packs as per SOP's.
- Preparation and collation of weekly, monthly and quarterly reports as required Circulate office communication as required by Executive.
- Editing of memorandums, presentations and other documentation as required to ensure alignment to Corporate Identity (formatting, spelling etc).
- Provides administrative support (e.g. minutes/notes/actions) in meetings.
- Communication on behalf of the Executive to Service Providers if escalated by the Providers.
- Coordinating the delivery of services provided by the Service Providers, including but not limited to scheduling; monitoring; evaluation of service delivery and payment.
- Producing professional documents using MS Office.
- Planning and tracking key business deliverables and reports through basic project management reporting.
- Coordinate the Divisions performance management processes to ensure timeous completion of performance appraisals.
- Coordinate the Division's leave and training schedules.
- Arranging detailed travel plans, itineraries, and agendas; compiling all relevant travel requests as required.
- Attend to the logistics of meetings in respect of venues, catering, equipment, etc.
- Attend to travel and accommodation enquiries.
- Maintain and organise the divisional records management system according to SOP's.
- Coordinate the flow of information, providing a central point of contact for internal and external customers' queries/ complaints.
- Administer procurement as per SCM Policy and SOP's.
- Ensure that all procurement is within budget availability.
- Administer and submit the Executives expense reconciliations and reimbursements.
- Liaise and communicate with different stakeholders.
- Respond to stakeholder queries in a timely and professional manner.
Desired Experience & Qualification
Qualification Requirements:
- Minimum two (2) year qualification in Administration or Secretarial Studies, or equivalent NQF Level 5
- A diploma/degree in a related field will an added advantage
- At least 2 years' experience in an Executive/ Personal Assistant role
- Experience within an Administration and Transactional environment would be advantageous
- Proficient in computer software such as Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
- Experience with office administrative systems e.g. HR/ Procurement Systems
- Excellent written English and the ability to communicate at all levels
- Respect the need for confidentiality and sensitive information
- To work under pressure to agreed deadlines and adapt to change
- Be organised and have good time management skills
- Attention to detail to ensure high quality work
- To work in a flexible manner including out of hours as and when required
- Have the ability to work well as part of a team
- Be responsible and reliable
- Self-Motivated and pro-active
- Attention to detail
Advantageous:
- Have an understanding of the medical schemes industry
- Experience in the Healthcare Industry would be advantageous
Interested?
GEMS employs people with the highest level of integrity - submission to the appropriate pre-employment assessment is obligatory to be considered for the position.
Please note that the information provided on the application for the position may be shared with a third party for vetting purposes and will be stored by GEMS for a period of five years. ***
Kindly note that information is required for Employment Equity Purposes and information gathered is strictly used according to the intended purpose of collection, unless there is a legal need or permission is granted from the applicant themselves to make use of it for other purposes.
Should you wish to have your information removed from the GEMS database, kindly send a request in writing to [Email Address Removed] .
GEMS adopts a hybrid work model.
GEMS is guided by the principles of employment equity. Preference will be given to groups who are underrepresented in accordance with GEMS Employment Equity plan.
