Executive Personal Assistant

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

Role Overview

This role performs secretarial duties for the Sales and Distribution Executive.

Key Result Areas

• Diary Management
• Assists with personal tasks for the Executive.
• Manages queries on behalf of the Executive and performs delegated tasks.
• Set up meetings and meeting-related tasks such as setting up equipment, preparing agendas, minute taking, distribution of minutes, and formatting presentations.
• Ensures Executive is equipped with necessary documentation to proceed with meetings.
• Responsible for events management (year-end functions, team builds, conferences, etc.).
• Responsible for all travel arrangements.
• Responsible for account management and payments.
• May assist the teams of these Executives.
• Use of AI (Copilot) will be advantageous.

Skills, Qualifications and Experience required:

• Matric +
• Secretarial qualification preferred.
• 3-5 years Executive PA experience.
• Proficient in MS Office (Excel, PowerPoint), Organizing Meetings, Diary Management, Minute Taking, Event Management.

Responsibilities

Administration

Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.

Business Meetings/Events Arrangement

Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.

Correspondence

Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.

Document Preparation

Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

Work Scheduling and Allocation

Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.

Data Collection and Analysis

Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.

Insights and Reporting

Extract and combine data to generate standard reports.

Budgeting

Monitor and analyze data using budgeting systems and protocols.

Personal Capability Building

Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.

Operational Compliance

Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

Procurement

Support others by carrying out simple procurement tasks. Involves following established procedures.

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
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

Education

NQF Level 4 - Grade 12, School leaving Certificate, National or Occupational Certificate or equivalent.

Closing Date

20 December 2024, 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.

Old Mutual Limited is pro-vaccination and encourages its workforce to be fully vaccinated against Covid-19.

All prospective employees are required to disclose their vaccination status as part of the recruitment process.

Please refer to Old Mutual’s Covid-19 vaccination policy for further detail. Kindly note that Old Mutual reserves the right to reinstate the requirement to vaccinate at any point if it is of the view that it is imperative to do so.

The Old Mutual Story!