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
Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Personal Effectiveness

• Accountable for service delivery through own efforts.
• Individually accountable for managing own time, tasks, and output quality for periods of 1 day to a maximum of 3 months.
• Makes increased contributions by broadening individual skills.
• Collaborates effectively with others to achieve personal results.
• Accepts and lives the Old Mutual company values.
• Timeous responses.
• Builds relationships and networks with external stakeholders and potential alliances to maximize lead identification and knowledge of market trends and best practices.

Office/Project Administration
Meeting Room / MS Team Administration:

• Provide Administration and Financial support services competently and professionally.
• Assist the team with the administrative work related to the Business Unit
• Responsible for managing incoming meeting room requests (when working in the office).
• Responsible for scheduling meeting requests via MS Teams (when working remotely).
• Draft minutes for review and distribution within SLA.
• Responsible for scheduling workshops/conference requests etc. (when working in the office or remotely).
• Responsible for managing catering requirements iro meetings/workshops/ conferences.
• Regular monitoring of attendee responses.
• Creating and sending out agendas once engaged.

Diary Management:

• Responsible for managing the HOD's diary.
• Daily management of clashes, requests for time, meeting coordination and logistics.

Travel:

• Arrange travel bookings as and when required.

Financial Administration:

• Process of HOD requisitions/invoices on Oracle Fusion Cloud.
• Compile monthly reports including, financial reporting.
• May be required to process adhoc finance requests.
• Process journals as and when required.
• Purchase Management Office stationery as and when required and will need to manage stock.
• Efficient cost management and budget monitoring.

Asset Management:

• Managing maintenance of all office equipment, including logging fault requests on SNOW and CPM.
• Processing of software requests as and when required.
• Processing of new employee laptops, network and building access requests.
• Manage relationship with IT support to drive IT support needs of the office.

OML Legal Exco:

• Schedule ad hoc and regular OML Legal Exco Meetings
• Obtain Agenda input from OML Legal Exco members, prepare and circulate
• Prepare and circulate Minutes.

External Attorneys

• Function as the contact point between the HOD and external attorneys for the purposes mentioned in their Letters of Engagement (such as the receipt of updated BBBEE certificates).
• Assist external attorneys with queries.
• Liaise with the various procurement teams when necessary in the aforesaid context.
• Act as project administrator during Panel refresh/RFx exercises.

Knowledge Management

• Ensure that certain records are stored on the Team's shared drive.

Business Continuity Plan ("BCP")

• Function as Plan Maintainer in respect of Group Legal's BCP.

Legal conferences

• Arrange legal conferences when required, including sourcing venues and calculating budgets, in consultation and collaboration with members of the legal function.

Requirements:

• Grade 12 (Matric)
• Relevant Qualification in Project Management or Office Administration
• Agile and MS Teams knowledge and experience required
• Oracle Financials knowledge and experience required
• Excellent MS Office Computer skills, including Outlook, PowerPoint, Word and Excel
• Minute/action taking
• Process improvement experience essential
• 3 – 5 years relevant experience
• Excellent written and verbal communication skills
• May need to occasionally work outside normal working hours

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
Matriculation Certificate (Matric)

Closing Date
13 November 2025 , 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.
The Old Mutual Story