Purpose

• We are seeking a highly organised, proactive, and solution-oriented Administrator to join our Group Functions team.
• This role plays a critical part in enabling operational excellence across the function, combining executive support, financial and vendor administration, and day-to-day IT operational coordination.

Requirements

• Grade 12
• A 3 year tertiary qualification in Business Administration, or equivalent experience
• 4 years relevant experience
• Experience in managing budgets

Skills & Competencies

• Proficiency in MS Office
• Some technical knowledge about area of operation
• Excellent organisational skills
• Attention to detail
• Deadline orientated
• Ability to prioritise work in order of importance and risk
• Excellent communication and interpersonal skills
• Strong pro-active problem-solving skills
• Ability to work under pressure
• Good interpersonal skills
• High level of ownership and independence (able to run the office in the absence of the Executives for long periods of time)
• Adequate stakeholder management experience (working with Executives)

Responsibilities

Group Technology & Transformation

• Provide high-quality administrative support to the Group Functions environment
• Coordinate calendars, meetings, and stakeholder engagements
• Prepare correspondence, presentations, reports, and meeting minutes
• Manage travel (local and international), including booking and itinerary coordination
• Coordinate events, venue bookings, and catering arrangements

Office Administration & Infrastructure

• Responsible for office infrastructure, e.g. office equipment and ordering stationery.
• Develop and manage an efficient filing system.
• Executive Support, Reporting & Correspondence.
• Accountable for completing tasks of a personal nature on behalf of the senior manager.
• Support the Executive Managers by collating reports, business presentations, drafting correspondence and taking minutes for meetings chaired the Executives (if required).
• Perform secretarial duties for executives and other senior employees in the team, when required.

Diary & Meeting Management

• Effective management of diaries (scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts).
• Ensure that the Executives are equipped with necessary documentation to proceed with meetings.

Travel, Events & Functions

• Provide department with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.
• Organise complex and detailed travel plans and itineraries (local and international), and compile documents for travel-related meetings. Facilitate visas, forex and booking as well as logistics.

Financial Administration

• Could be accountable for the management of a budget or significant spending on a budget.
• Manage and ensure the sign-off and processing of supplier invoices. Maintains confidentiality of information.

Coordination, Onboarding & Stakeholder Management

• Responsible for the procurement of assets, arranging relevant access and provision of relevant documentation for new hires reporting into the Executive Managers.
• Ability to redirect tasks, queries and escalations to relevant Executive’s direct reports.
• Supports vendors and external parties with logistics on behalf of executive manager.

Additional Information

• The appointment will be made from the designated group in line with the Employment Equity Plan of Old Mutual South Africa and the specific business unit in question.

Ref No

• JR-79864