Job Opportunities at Old Mutual South Africa

Job Description

• This is an exciting opportunity to join the Old Mutual Group as Executive Assistant to the Group Head of Tax, based in Johannesburg. The ideal candidate for the role would be a flexible, self-driven person comfortable with ambiguity and with a very strong can-do attitude. High levels of integrity, maturity and confidentiality are key requirements. The role requires a highly organized and detail-oriented person, with a proven ability to manage various business administrative functions across the full spectrum of responsibilities. This role requires the successful candidate to provide executive-level support on day-to-day deliverables, facilitate smooth operations in the office of the Group Head of Tax and successfully manage project outcomes/deliverables where applicable and where required.

Key responsibilities include:

• Serves as the primary point of contact amongst executives, employees, business and other external partners, including matters of a highly onfidential or critical nature. Prioritize and determine appropriate course of action, referral or response, exercising judgement to reflect the Head of Tax’s style and the organisation’s policy.
• Works closely with the Head of Tax and keep the Head well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a ‘barometer’ having a sense for the issues taking place in the environment and keeping the Head updated.
• Presentation/documentation preparation: Anticipate the needs of the Head in advance of meetings, presentations, etc and drive processes to ensure timeous delivery of necessary documentation/reports. Actively manage expectations.
• A self-starter and proficient problem solver with an ability to critically assess and navigate, both independently and/or seek guidance to deliver.
• Professionalism at the highest level on all communications with internal and external stakeholders.
• Pro-active diary/calendar management and complete end to end organization of all meetings and special events (including reserving conference rooms; technical support, arranging for catering etc). Knowledge of all aspects of hosting an audio and/or visual meeting.
• Strong listening skills: Completes and maintains minutes of meetings and action items, as requested. Follows up matters arising/ key actions coming out of meetings (eg regular reminders to those responsible until completion) and drives input from wider team to ensure that required output is received timeously (eg escalate to Head if deadlines unlikely to be met so that corrective action can be taken)
• Prepares written reports and communique to internal and external business partners (professional tone and strong command of business language)
• Must be able to manage multiple requests, applying discretion to rank and prioritise requests to deliver to expectations. Handling of all routine requests as well as a wide variety of administrative tasks.
• Maintain an electronic filing system according to the organisation’s document control standards and procedures. Manage certain manual files on request.

Specific Areas of Deep Experience Required:

End to end local and international travel arrangements:

• Obtain flight options, book flights, accommodation, transportation, arrange visas and preparation of travel file to include all details of travel, itineraries, locations, times of meetings, directions, as well as discussion materials.
• Keep track of visas and passport requirements (as well as Head’s rewards/loyalty memberships at hotels, car hire, etc) and arrange foreign exchange as and when required.
• Co-ordinate meetings and venues, etc in destination country.

Diary Management:

• High proficiency with calendar and email management (MS Outlook) with an ability to make independent and organized decisions about scheduling meetings and resolving calendar conflicts.
• Screening of diary requests to ensure urgency accommodated.
• Effectively co-ordinate multiple calendars (as well as multiple time zones).
• Prepare and co-ordinate agenda for internal and external meetings.

Communication:

• Conducts research in preparation for the Head’s engagements and meetings as and when required.
• Manages information flow in a discreet, timely and accurate manner.
• Builds and maintains strong business relationships with internal and external stakeholders.
• Expense Management:
• Accurate handling of all local and international travel expenses in a timely and accurate manner to ensure proof of spend submitted timeously.
• Complete expense reports and process payments to allocated cost centres.

Knowledge, Skills/Attributes and Personal Effectiveness

The successful candidate for the role will demonstrate:

• Strong sense of urgency. Takes ownership and initiative
• Independent, creative, rational, logical, thinker
• Attention to detail, action-oriented
• Deep knowledge of office management systems and procedures Up to date with latest office technology and applications.
• Outstanding organisational and time management skills
• Output focused: Ability to multi-task and prioritize daily work-load to deliver outputs
• Excellent verbal and written communications skills
• Exercises discretion and confidentiality
• Strong personal mastery (prioritization, problem-solving, achievement, initiative)
• Strong administration skills (documentation, bookings, accuracy and quality of work)
• Large meetings/events management
• Adaptable and enjoys working in a fast-paced environment with numerous stakeholders and conflicting demands
• High level of ownership and independence
• One step ahead: Responds to changes (finger on the pulse)
• Resilient: able to withstand demanding environment

Requirements

• Requisite qualification (Project management qualification and/or core project management experience is a distinct advantage)
• Min of +/-10 years executive support experience
• Strong proficiency in full suite of PC Software (MS Office)
• Professionalism
• Detailed-oriented
• Rational decision maker
• Loyalty and Commitment
• Action-oriented
• Ownership/Self Starter
• Planning & organizing Skills
• Technical Knowledge

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

Skills

• Calendar Management, International Travels, Office Administration, Organizational Planning, Scheduling Meetings, Technical Knowledge, Time Management, Travel Planning, Written Communication

Education

• Bachelors Degree (B)  (Required), Diploma (Dip): Project Management