Office Support and PA

3 weeks ago

Johannesburg, South Africa Ultra Personnel Full time

This role anchors the operational rhythm of a newly launched, fast-growing business unit backed by a recognized financial advisory firm. The Office Administrator / Personal Assistant will provide high-level support to the Executive Team and manage day-to-day office administrative functions. As the division expands, the role will evolve to support broader operational needs, making adaptability, maturity, and people-savvy essential. The successful candidate will play a foundational role and will be expected to grow with the team.Ideally, the candidate must have financial services industry experience (banking / investments / wealth management / insurance) Executive SupportCoordinate the teams calendars, travel, meetings, and expense claimsOrganize and maintain the teams digital workspace (emails, shared drives, documents)Ensure that the team stays up to date with relevant software / toolsPrepare and edit correspondence, presentations, and reports aligned with the companys professional toneProvide technical trouble shooting support during presentations/ virtual meetingsLiaise with internal departments, external partners, and teams based at flagship officesOffice Operations & AdministrationCoordinate meetings, workshops, and events (including client events and internal events e.g., conferences) - including venue setup, catering, transport arrangements, documentation, and minute-takingManage office operations including supplies, facilities, cleaning services, and vendor relationshipsAssist with onboarding logistics, documentation, and compliance tracking for new recruitsMaintain accurate records and assist with reporting and internal communicationsSupport team engagement activities (e.g., celebrations, team building)Communication & Problem-SolvingScreen incoming calls and correspondence, responding independently where appropriateEnsure queries, requests, and complaints are timeously referred to the relevant personHandle confidential documents and information with discretion and professionalismMust be able to discern when confidentiality is required and act accordinglyQualifications & Experience:MatricRelevant tertiary qualification, certificate, or diploma in Office Administration, Business Management or related fieldA minimum of 5 years experience in a similar positionExperience in the financial services industry will secure (ie. banking / insurance / investments / wealth management) Proficient in Microsoft Office Suite, especially Word and PowerPointCompetenciesExcellent time management; well-organized, deadline-driven, and able to prioritize a high workloadExcellent telephone and office etiquetteExceptional attention to detail and customer service orientationAble to manage a high-stress, pressurized environment with composureStrong communication skills - both written and verbalAction-oriented with a proactive mindsetStrong administrative and analytical skills

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