Administration Manager Rest of Africa

Publicis Groupe Holdings B.V; Johannesburg; On-site; ZAR 450 000 - 600 000; Full time

Job summary

A multinational communication company is seeking an Administration Manager - Rest of Africa to provide high-quality coordination and administrative support to the Managing Director. This role involves managing collaboration across ~30 markets, ensuring timely communications, and supporting new business activities. The ideal candidate should have over 5 years of experience in administration or project coordination and a strong command of Microsoft 365 tools. Excellent organization and communication skills are essential.

Qualifications

• 5+ years in administration, operations, or project coordination.
• Demonstrated experience liaising across multiple countries.
• Strong command of Microsoft 365 applications.

Responsibilities

• Serve as the primary contact between regional office and partner agencies.
• Arrange and coordinate meetings, ensuring timely follow-ups.
• Source and standardize content from business unit directors.

Skills

Administration

Project Coordination

Microsoft 365

Written Communication

Organization

Tools

Microsoft Excel

MS Forms

Job description

Overview

The Administration Manager - Rest of Africa provides high-quality coordination and administrative support to the Managing Director, Rest of Africa. The role ensures smooth, timely collaboration with partner agencies across ~30 markets, drives disciplined information management, and enables regional visibility on meetings, training, surveys, and new-business activity.

Responsibilities

Key Responsibilities

1) Regional liaison & network coordination

• Serve as the day-to-day point of contact between the Rest of Africa regional office and partner agencies across ~30 markets.
• Follow up on requests and tasks—circulating agency contact lists, presentation decks, and other information as needed—ensuring timely, complete responses.
• Maintain and regularly refresh a master directory of regional agency contacts, distribution lists, and escalation paths.

2) Meeting & calendar orchestration

• Arrange and coordinate meetings (virtual and in-person) across time zones, including invites, agendas, materials, notes, and action tracking.
• Anticipate and resolve scheduling conflicts; prepare concise read-aheads and post-meeting recaps with clear owners and due dates.

3) Information gathering from South Africa BUDs

• Proactively source case studies, credentials, and in-market examples from South Africa business unit directors that are suitable to share with the region.
• Standardize and package content for easy re-use (e.g., single-slide snapshots and links to source files).

4) New-business tracking & support

• Keep a light-touch pipeline of regional pitch and RFI/RFP opportunities; track stages, dates, owners, and next actions.
• Coordinate inputs (credentials, bios, examples, contacts) and ensure on-time submission of materials.

5) Training coordination

• Help plan, schedule, and communicate regional training sessions (live or on-demand), coordinating speakers, invites, attendance tracking, and feedback collection.
• Maintain a simple training calendar and content library for on-demand access.

6) Knowledge & records management

• Ensure documents are catalogued, filed, and kept up to date in the agreed repositories (e.g., Teams/SharePoint) with clear naming and version control so content is easy to find and accessible to the right audiences.
• Maintain shared trackers (e.g., agency contacts, meeting/action logs, training calendar, new-business pipeline) with agreed update cadences.

7) Surveys & feedback

• Draft short, well-structured surveys (e.g., MS Forms), manage distribution lists, send reminders, and consolidate responses.
• Summarize findings into concise, decision-ready insights with clear recommendations and follow-ups.

8) General administration & compliance

• Prepare polished decks, summaries, and communications on behalf of the Managing Director.
• Handle travel/light event logistics when required (venues, catering, guest lists, AV, and on-site coordination).
• Uphold data privacy, confidentiality, and brand standards in all record-keeping and communications.

Qualifications

Required Skills & Experience

• 5+ years in administration, operations, or project coordination—ideally in a multi-market/regional context.
• Demonstrated experience liaising across multiple countries and agencies or business units.
• Strong command of Microsoft 365 (Outlook, Teams, SharePoint/OneDrive, Excel/Lists, PowerPoint); comfortable setting up shared folders, permissions, and trackers.
• Excellent written and verbal communication; able to craft clear emails, memos, and decks.
• Highly organized with meticulous attention to detail, follow-through, and version control.
• Comfortable handling sensitive information and working to deadlines across time zones.
• Experience with survey tools (e.g., MS Forms, SurveyMonkey) and light pipeline tracking (e.g., Excel/Lists or CRM) is an advantage.
• Agency, media, marketing, or professional services background preferred.

Additional information

Behaviours & Ways of Working

• Service-oriented partner: anticipates needs, removes friction, and follows through.
• Connector: builds trusted relationships with partner agencies and internal teams.
• Clarity maker: simplifies, structures, and standardizes information.
• Momentum keeper: drives action logs to completion and keeps owners accountable.
• Cultural agility: operates respectfully across diverse markets and contexts.