Senior Administration Specialist

Old Mutual Limited; Cape Town; Presencial; ZAR 420 000 - 660 000; Tempo integral

Resumo da oferta

Old Mutual Limited is seeking an experienced administrator to provide high-quality support to the Office of the CEO in Cape Town. The role covers executive administration, diary and meeting coordination, correspondence, reporting and governance adherence.

You will handle confidential information, prepare executive documents, manage travel and events, and ensure efficient office operations while coordinating with senior leadership and external stakeholders.

Qualificações

• Proven ability to coordinate complex schedules and deliver executive support.
• Experience in governance, reporting and confidential information handling.
• Strong written and verbal communication skills is essential.

Responsabilidades

• Provide executive administrative support to the Office of the CEO.
• Coordinate complex diaries, meetings and executive engagements.
• Prepare agendas, briefing materials and accurate minutes.
• Coordinate inputs from multiple stakeholders for executive materials.
• Maintain filing, records and information-management systems.
• Support governance processes and stakeholder engagement.

Conhecimentos

Calendar Coordination

Data Analysis

Database Reporting

Numerical Aptitude

Oral Communications

Management Reporting

Formação académica

Business Administration degree or diploma

Ferramentas

Microsoft 365

Descrição da oferta de emprego

Let's Write Africa's Story Together! Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description To provide high-quality administrative, coordination and operational support to the Office of the CEO, enabling the effective functioning of the office and the execution of key executive priorities. The role provides trusted support across executive administration, diary and meeting coordination, correspondence, reporting, document preparation, stakeholder engagement, governance processes, events, travel and general office operations. It requires excellent judgement, discretion, attention to detail and the ability to operate confidently with senior executives and highly confidential information.

Key Result Areas

1. Executive and Administrative Support
   • Provide comprehensive administrative and operational support to the Office of the CEO.
   • Coordinate complex diaries, meetings, appointments and executive engagements.
   • Anticipate administrative requirements and proactively resolve scheduling or coordination issues.
   • Maintain effective filing, records, databases and information-management systems.
   • Produce and maintain high-quality Microsoft 365 documents and administrative materials.
2. Executive Correspondence and Documentation
   • Draft and prepare professional correspondence, letters, emails, reports, meeting packs and other executive documentation.
   • Prepare agendas, briefing materials and accurate minutes of meetings.
   • Coordinate inputs from multiple stakeholders and consolidate information into executive-ready materials.
   • Ensure documentation is accurate, professionally presented, appropriately stored and securely managed.
   • Maintain effective document control and confidentiality.
3. Meeting and Governance Coordination
   • Coordinate Office of the CEO meetings and key governance forums.
   • Ensure agendas, documentation and meeting packs are prepared and distributed timeously.
   • Record decisions, actions and accountabilities where required.
   • Maintain action trackers and follow up with stakeholders to support delivery against commitments.
   • Support the effective administration of executive and governance meetings.
4. Stakeholder Management
   • Act as a professional point of coordination between the Office of the CEO and internal and external stakeholders.
   • Engage effectively with senior executives, business leaders and other key stakeholders.
   • Manage requests and correspondence appropriately, applying judgement regarding prioritisation and escalation.
   • Build effective working relationships across the organisation to support coordination and information flow.
5. Reporting and Information Management
   • Collate and consolidate information required by the Office of the CEO.
   • Prepare reports, dashboards, trackers and management information using agreed formats and tools.
   • Analyse information and highlight matters requiring attention, decision or escalation.
   • Monitor actions, deliverables and deadlines and provide appropriate follow-up.
6. Executive Events, Travel and Logistics
   • Coordinate executive meetings, leadership engagements, events and other Office of the CEO activities.
   • Arrange venues, equipment, travel, accommodation, catering and associated logistics.
   • Coordinate multiple stakeholders to ensure engagements run professionally and seamlessly.
   • Proactively manage changes and resolve logistical issues.
7. Financial Administration and Procurement
   • Support budget tracking for the Office of the CEO and report expenditure variances.
   • Coordinate purchase orders, invoices and procurement requirements in line with approved processes.
   • Maintain accurate supporting documentation and financial administration records.
   • Escalate risks, exceptions and non-compliance appropriately.
8. Operational Governance, Risk and Confidentiality
   • Ensure administrative activities comply with organisational policies, procedures, governance requirements and applicable standards.
   • Identify and elevate instances of non-compliance where appropriate.
   • Maintain the highest standards of confidentiality and discretion when handling executive, strategic, employee or commercially sensitive information.
   • Support effective governance, operational discipline and continuous process improvement within the Office of the CEO..

Experience

• Minimum five years of relevant administrative, executive support or business coordination experience, preferably supporting senior leadership or an executive office.
• Experience supporting an Executive, Exco member, CEO Office or similarly complex corporate environment is advantageous.
• Demonstrated experience coordinating senior-level meetings, preparing executive documents and handling confidential information.
• Experience in a large, complex or regulated organisation is advantageous.

Education and Professional Requirements

• Relevant diploma or degree in Business Administration, Office Management, Business Management or a related field, or equivalent demonstrated experience.
• Advanced proficiency in Microsoft 365, particularly Outlook, Word, PowerPoint, Excel and Teams.
• Ongoing professional development in executive administration, governance, business support or related disciplines is advantageous.

na Skills

Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Management Reporting, Numerical Aptitude, Oral Communications, Report Review Competencies Decision Quality Directs Work Ensures Accountability Manages Complexity Optimizes Work Processes Plans and Aligns Tech Savvy

Education NQF Level 7 - Degree, Advance Diploma or Postgraduate Certificate or equivalent

Closing Date 14 November 2026 , 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!

Old Mutual is a premium African financial services organisation that offers a broad spectrum of financial solutions to retail and corporate customers across key market segments in 14 countries. The lines of business include Life and Savings, Property and Casualty, Asset Management and Banking and Lending. We are rooted in our purpose of Championing Mutually Positive Futures Every Day and believe that a great customer experience is anchored in a great employee experience.