Purpose

• Ensure that the administrative functions within the area of responsibility are completed efficiently and within SLA requirements, ensuring the smooth running of the office by providing effective administrative assistance to the manager and team members/departments, liaising with affiliates, tracking workflows, and dealing with client queries.

Requirements

• Grade 12 or equivalent qualification
• Office administration or secretarial qualification
• 2-3 years' relevant experience (essential)
• Financial services experience (desirable)
• Experience of working full-time (desirable)

Skills & Competencies

Knowledge

• Relevant business specific systems (e.g payments systems, travel bookings system, etc.)
• Knowledge of business correspondence standards
• Sound knowledge of the Microsoft suite

Administrative & Operational Excellence

•  Advanced calendar and schedule management (multi-stakeholder, high-volume environments)
•  Travel coordination (domestic & international)
•  Document management and record-keeping (including compliance awareness)
•  Meeting coordination (agenda creation, minutes, follow-ups)
•  Office logistics management (supplies, facilities coordination)
•  Vendor and service provider coordination

Organisation & Planning

• Strong prioritisation skills across competing demands
• Ability to manage multiple workflows simultaneously
• Event and project coordination (from planning to execution)
• Process optimisation (improving office efficiency and turnaround times)
• Deadline management with minimal supervision

Communication & Stakeholder Management

• Professional written and verbal communication
• Acting as a liaison between executives, teams, and external parties
• Handling confidential or sensitive information with discretion
• Conflict management and escalation handling
• Customer/service orientation (internal and external stakeholders)

Technology & Systems Proficiency

• Advanced Microsoft Office (especially Outlook, Excel, PowerPoint, Word)
• Collaboration tools (Teams, SharePoint, Slack, etc.)
• Office systems (ERP, procurement tools, CRM if applicable)
• Data capturing and basic reporting
• Digital filing and workflow tools

Financial & Basic Commercial Skills

• Budget tracking and expense management
• Processing invoices and purchase orders
• Cost-conscious decision-making (supplies, vendors)
• Basic reporting on spend vs budget

Problem-Solving & Decision-Making

• Proactively identifying and resolving operational issues
• Making judgement calls in the absence of leadership
• Managing last-minute changes (e.g., travel disruptions, scheduling conflicts)
• Resourcefulness and adaptability

Attention to Detail & Quality Control

• High accuracy in documentation and communication
• Proofreading and quality assurance of documents
• Ensuring completeness of information before escalation

People & Culture Support

• Supporting onboarding/offboarding coordination
• Driving office culture initiatives (events, engagement, recognition)
• Maintaining a professional and positive office environment
• Supporting leadership with team coordination

Professional Attributes

• High reliability and ownership mindset
• Discretion and trustworthiness
• Strong resilience under pressure
• Executive presence and professionalism

Responsibilities

INTERNAL PROCESS

• Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries.
• Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
• Consolidate and report on all financial transactions, in line with the allocate budget.
• Reconcile and maintain supplier accounts and records to ensure good standing.
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the team.
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
• Order and control office supplies, refreshments and equipment, in line with budget parameters.
• Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
• Support the induction activities for new staff members, by proactively managing and coordinating relevant activities and resources.
• Diary management for team, as per individual team member requirements.

CLIENT

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Liaise with affiliates, follow-up on all outstanding queries.
• Keep accurate records for each piece of work done, including appointments, phone calls, referrals, action plan/revisions, and any other significant information.
• Where required, respond to after hours and weekend crisis calls for assistance.

PEOPLE

• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.
• Support managers in their management functions.To work in a diverse team.
• Distribution of work that comes into the allocation inboxes and ensure that the allocation of work is done fairly and evenly throughout the team.

FINANCE

• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.
• To accurately capture and process invoices.

Additional Information

• We are committed to Employment Equity, diversity and inclusion when recruiting internally and externally.
• All appointments are made in alignment to our Employment Equity goals and we encourage people with disabilities to apply.

Ref No

• MMH260630-1