Executive Personal Assistant

Old Mutual; Wes-Kaap; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A prominent South African financial services group is seeking an administrator to provide essential support in enhancing operational efficiency. Key responsibilities include diary management, financial administration, and liaising with external attorneys. The candidate should have a Matric qualification, relevant experience, and proficiency in Oracle Financials and MS Office applications.

Qualifications

• 3-5 years relevant experience required.
• Process improvement experience essential.
• Excellent computer skills necessary.

Responsibilities

• Perform routine administrative duties including drafting correspondences and scheduling appointments.
• Manage the HOD’s diary and schedule meetings.
• Arrange travel bookings and maintain office equipment.

Skills

Accounting

Budget Management

Calendar Coordination

Computer Literacy

Data Analysis

Financial Acumen

Excellent written and verbal communication skills

Education

Grade 12 (Matric)

Relevant Qualification in Project Management or Office Administration

Tools

Oracle Financials

MS Office (Word, Excel, PowerPoint, Outlook)

Agile and MS Teams

Job description

Job Description

Let's Write Africa's Story Together!

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Responsibilities

• Perform routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, and assisting internal and external stakeholders.

Personal Effectiveness

• Accountable for service delivery through own efforts.
• Individually accountable for managing own time, tasks, and output quality for periods of 1 day to a maximum of 3 months.
• Makes increased contributions by broadening individual skills.
• Collaborates effectively with others to achieve personal results.
• Accepts and lives the Old Mutual company values.
• Timeous responses.
• Builds relationships and networks with external stakeholders and potential alliances to maximise lead identification and knowledge of market trends and best practices.

Office/Project Administration

Meeting Room / MS Teams Administration

• Provide Administration and Financial support services competently and professionally.
• Assist the team with the administrative work related to the Business Unit.
• Responsible for managing incoming meeting room requests (when working in the office).
• Responsible for scheduling meeting requests via MS Teams (when working remotely).
• Draft minutes for review and distribution within SLA.
• Responsible for scheduling workshops/conference requests etc. (when working in the office or remotely).
• Responsible for managing catering requirements for meetings/workshops/conferences.
• Regular monitoring of attendee responses.
• Creating and sending out agendas once engaged.

Diary Management

• Responsible for managing the HOD’s diary.
• Daily management of clashes, requests for time, meeting coordination and logistics.

Travel

• Arrange travel bookings as and when required.

Financial Administration

• Process of HOD requisitions/invoices on Oracle Fusion Cloud.>
• Compile monthly reports including financial reporting.
• May be required to process ad‑hoc finance requests.
• Process journals as and when required.
• Purchase Management of office stationery as and when required and will need to manage stock.
• Efficient cost management and budget monitoring.

Asset Management

• Managing maintenance of all office equipment, including logging fault requests on SNOW and CPM.
• Processing of software requests as and when required.
• Processing of new employee laptops, network and building access requests.
• Manage relationship with IT support to drive IT support needs of the office.

OML Legal Exco

• Schedule ad‑hoc and regular OML Legal Exco Meetings.
• Obtain Agenda input from OML Legal Exco members, prepare and circulate.
• Prepare and circulate Minutes.

External Attorneys

• Function as the contact point between the HOD and external attorneys for the purposes mentioned in their Letters of Engagement (such as the receipt of updated BBBEE certificates).Assist external attorneys with queries.
• Liaise with the various procurement teams when necessary in the aforesaid context.
• Act as project administrator during Panel refresh/RFx exercises.

Knowledge Management

• Ensure that certain records are stored on the Team’s shared drive.

Business Continuity Plan (BCP)

• Function as Plan Maintainer in respect of Group Legal’s BCP.

Legal Conferences

• Arrange legal conferences when required, including sourcing venues and calculating budgets, in consultation and collaboration with members of the legal function.

Requirements

• Grade 12 (Matric).
• Relevant Qualification in Project Management or Office Administration.
• Agile and MS Teams knowledge and experience required.
• Oracle Financials knowledge and experience required.
• Excellent MS Office Computer skills, including Outlook, PowerPoint, Word and Excel.
• Minute/action taking.
• Process improvement experience essential.
• 3 – 5 years relevant experience.
• Excellent written and verbal communication skills.
• May need to occasionally work outside normal working hours.

Skills

Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Executing Plans, Financial Acumen, Management Reporting, Numerical Aptitude, Oral Communications, Report Review

Competencies

Directs Work Drives Results Ensures Accountability Manages Complexity Optimises Work Processes Plans and Aligns Tech Savvy

Education

Matriculation Certificate (Matric)

Closing Date

13 November 2025 23:59

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.

The Old Mutual Story!