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 Support Coordinate the team’s calendars, travel, meetings, and expense claims Organize and maintain the team’s digital workspace (emails, shared drives, documents) Ensure that the team stays up to date with relevant software/tools Prepare and edit correspondence, presentations, and reports aligned with the company’s professional tone Provide technical troubleshooting support during presentations/virtual meetings Liaise with internal departments, external partners, and teams based at flagship offices Office Operations & Administration Coordinate meetings, workshops, and events (including client events and internal events e.g., conferences) – including venue setup, catering, transport arrangements, documentation, and minute‑taking Manage office operations including supplies, facilities, cleaning services, and vendor relationships Assist with onboarding logistics, documentation, and compliance tracking for new recruits Maintain accurate records and assist with reporting and internal communications Support team engagement activities (e.g., celebrations, team building) Communication & Problem‑Solving Screen incoming calls and correspondence, responding independently where appropriate Ensure queries, requests, and complaints are time‑sensitive referred to the relevant person Handle confidential documents and information with discretion and professionalism, discern when confidentiality is required and act accordingly Qualifications & Experience Matriculation Relevant tertiary qualification, certificate, or diploma in Office Administration, Business Management or related field A minimum of 5 years experience in a similar position Experience in the financial services industry (banking, insurance, investments, wealth management) will secure the role Proficient in Microsoft Office Suite, especially Word and PowerPoint Competencies Excellent time management; well‑organized, deadline‑driven, and able to prioritize a high workload Excellent telephone and office etiquette Exceptional attention to detail and customer‑service orientation Ability to manage a high‑stress, pressurized environment with composure Strong communication skills – both written and verbal Action‑oriented with a proactive mindset Strong administrative and analytical skills #J-18808-Ljbffr

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