Senior Administration Specialist

Old Mutual Life Assurance Company (SA) Ltd (PFA); Cape Town; On-site; ZAR 350,000 - 600,000; Full time

Job summary

Old Mutual Life Assurance Company (SA) Ltd (PFA) is seeking an experienced Executive Assistant to provide high-quality administrative and operational support to the Office of the CEO. The role covers diary and meeting coordination, correspondence, reporting, document preparation, stakeholder engagement and governance processes.

You will manage complex calendars, prepare executive materials and maintain confidential information, coordinating travel and events while ensuring thorough documentation

Qualifications

• Minimum five years of relevant administrative or executive support experience.
• Experience supporting senior leadership or an executive office.
• Ability to handle confidential information with discretion.
• Experience coordinating senior-level meetings.

Responsibilities

• Provide comprehensive administrative and operational support to the Office of the CEO.
• Coordinate complex diaries, meetings and executive engagements.
• Prepare agendas, briefing materials and minutes of meetings.
• Draft professional correspondence and executive documentation.
• Support governance forums and action trackers.
• Coordinate travel, events and logistics for executives.
• Monitor budgets and procurement in line with procedures.
• Maintain confidentiality and manage documentation securely.

Skills

Executive support

Diary management

Meeting coordination

Stakeholder engagement

Governance processes

Travel logistics

Education

Diploma or degree in Business Administration

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.

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 organization is advantageous.

Education and Professional Requirements

• Relevant diploma or degree in Business Administration, Office Management, Business Management or a related f