Assistant - Business Support Administrator

Job Description

We are seeking a highly organised, proactive, and solution-oriented Administrator to join our Group Functions team. This role plays a critical part in enabling operational excellence across the function, combining executive support, financial and vendor administration, and day-to-day IT operational coordination.

Group Technology & Transformation

Responsibilities

• Provide high-quality administrative support to the Group Functions environment

• Coordinate calendars, meetings, and stakeholder engagements

• Prepare correspondence, presentations, reports, and meeting minutes

• Manage travel (local and international), including booking and itinerary coordination

• Coordinate events, venue bookings, and catering arrangements

Office Administration & Infrastructure

• Responsible for office infrastructure, e.g. office equipment and ordering stationery.

• Develop and manage an efficient filing system.

• Executive Support, Reporting & Correspondence

• Accountable for completing tasks of a personal nature on behalf of the senior manager.

• Support the Executive Managers by collating reports, business presentations, drafting correspondence and taking minutes for meetings chaired the Executives (if required).

• Perform secretarial duties for executives and other senior employees in the team, when required.

Dairy & Meeting Management

• Effective management of diaries (scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts).

• Ensure that the Executives are equipped with necessary documentation to proceed with meetings.

Travel, Events & Functions

• Provide department with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.

• Organise complex and detailed travel plans and itineraries (local and international), and compile documents for travel-related meetings. Facilitate visas, forex and booking as well as logistics.

Financial Administration

• Could be accountable for the management of a budget or significant spending on a budget.

• Manage and ensure the sign-off and processing of supplier invoices. Maintains confidentiality of information.

Coordination, Onboarding & Stakeholder Management

• Responsible for the procurement of assets, arranging relevant access and provision of relevant documentation for new hires reporting into the Executive Managers.

• Ability to redirect tasks, queries and escalations to relevant Executive’s direct reports.

• Supports vendors and external parties with logistics on behalf of executive manager.

Requirements

• Proficiency in MS Office

• Some technical knowledge about area of operation

• Experience in managing budgets

• Excellent organisational skills

• Attention to detail

• Deadline orientated

• Ability to prioritise work in order of importance and risk

• Excellent communication and interpersonal skills

• Strong pro-active problem-solving skills

• Ability to work under pressure

• Good interpersonal skills

• High level of ownership and independence (able to run the office in the absence of the Executives for long periods of time)

• Adequate stakeholder management experience (working with Executives)

Education

• Grade 12

• A 3 year tertiary qualification in Business Administration, or equivalent experience

• 4 years relevant experience

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

Closing Date

09 June 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.