Executive Personal Assistant at Old Mutual South Africa

Job description

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.

This role performs secretarial and administrative duties for a General Manager within the Service Delivery business. The incumbent is individually accountable for achieving results through own efforts.

In general accountable for the PA support to the General Manager

All responsibilities of the Executive PA, as well as the following:

• At times, accountable for the coordination of other PA’s deliverables in the BU.
• Strong focus on dealing with escalated queries from clients, customers and other stakeholders (with potential for brand damage).
• Often accountable for the resolution of escalations without the involvement of the senior manager.
• Strong understanding of the business unit and associated OMSA and OMEM structures.
• Act as an ambassador for the Business Unit.
• Advanced skills in minute taking and developing non-standard reports, minutes, presentations and correspondence.
• High level of ownership and independence (able to run the office in the absence of the senior for long periods of time).
• Accountable for completing task of a personal nature on behalf of the senior manager.
• High level of contact with external parties, stakeholders and clients / customers (Company CEOs, Executives etc.).
• Could be accountable for the management of a budget or significant spending on a budget.

Key behavioral skills and attributes required to fulfill this role:

• A self starter, showing strong action orientation, with excellent organisational, planning and prioritising skills.
• Assumes responsibility and accountability for the successful completion of tasks and maintains a high standard of excellence.
• Excellent communication skills (written and verbal).
• Displays strong attention to detail, high level of accuracy in his/her work and be able to perform under pressure.
• Strong project management skills/ability to see projects completed.
• Experience in stakeholder management and liaising at a Senior Management (Executive) level.
• Solid interpersonal skills, showing an ability to work through influence rather than control; and to be able to interact at all levels and facilitate the delivery of decisions.
• Strong levels of maturity and ability to handle stress and sensitive interpersonal and other matters if needed.
• Clear ability to build and maintain relationships and networks.
• Ability to work both in a team and independently.
• Be reliable, have integrity and display a professional approach. Maintain confidentiality of all information, both from internal and external sources.

Administration & Support

• Performs secretarial duties for a General Manager.
• May also assist with personal tasks for the General Manager.
• Manages queries on behalf of manager and performs delegated tasks.
• Ensures senior is equipped with necessary documentation to proceed with meetings.
• Manages diaries.
• Provides department with support in relation to administration, arranging functions, venue bookings, making travel arrangements when necessary.
• Responsible for office infrastructure, e.g. office equipment and ordering of stationery.
• Maintains confidentiality of information

Personal Effectiveness

• Accountable for service delivery through own efforts.
• Individually accountable for managing own time, tasks and quality of 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 company values.

Role Qualifications:

• Matric
• Preferred qualification in project administration and or Office Admin.
• Some technical knowledge about area of operation.
• At least 5 years of experience supporting a Senior Executive
• Advanced skills in Word, Excel and PowerPoint.
• Excellent command of the English language, both in communication ability and in drafting skills.
• Working experience with the following systems: Oracle HRMS/Finance Systems, Oracle Travel and Service Now System