Executive Personal Assistant at Old Mutual

Job Description

• The Executive Personal Assistant provides high-level administrative support to the Chief Operations Officer for Group Technology and Transformation, managing complex diaries, coordinating meetings and travel, handling confidential information, and supporting office operations. The role requires strong organisational skills, proactive problem-solving, and the ability to work independently.  

Diary & Meeting Management 

• Effective management of diaries (scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts). 
• Ensure that the Executives are equipped with necessary documentation to proceed with meetings. 

Travel, Events & Functions 

• Provide department with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary. 
• Organise complex and detailed travel plans and itineraries (local and international), and compile documents for travel-related meetings. Facilitate visas, forex and booking as well as logistics. 

Office Administration & Infrastructure 

• Responsible for office infrastructure, e.g. office equipment and ordering stationery. 
• Develop and manage an efficient filing system. 

Executive Support, Reporting & Correspondence 

• Accountable for completing tasks of a personal nature on behalf of the senior manager. 
• Support the Executive Managers by collating reports, business presentations, drafting correspondence and taking minutes for meetings chaired the Executives (if required). 
• Perform secretarial duties for executives and other senior employees in the team, when required. 

Financial Administration 

• Could be accountable for the management of a budget or significant spending on a budget. 
• Manage and ensure the sign-off and processing of supplier invoices. Maintains confidentiality of information. 
• Coordination, Onboarding & Stakeholder Management 
• Responsible for the procurement of assets, arranging relevant access and provision of relevant documentation for new hires reporting into the Executive Managers. 
• Ability to redirect tasks, queries and escalations to relevant Executive’s direct reports. 
• Supports vendors and external parties with logistics on behalf of executive manager. 

MINIMUM REQUIREMENTS 

Education 

• Grade 12 
• A 3 year tertiary qualification in Business Administration, or equivalent experience
• 4 years relevant experience

Requirements 

• Proficiency in MS Office  
• Some technical knowledge about area of operation 
• Experience in managing budgets 
• Excellent organisational skills 
• Attention to detail 
• Deadline orientated 
• Ability to prioritise work in order of importance and risk 
• Excellent communication and interpersonal skills 
• Strong pro-active problem-solving skills 
• Ability to work under pressure 
• Good interpersonal skills 
• High level of ownership and independence (able to run the office in the absence of the Executives for long periods of time) 
• Adequate stakeholder management experience (working with Executives) 

Competencies 

• Directs Work 
• providing direction, delegating, and removing obstacles to get work done. 
• Drives Results 
• Consistently achieving results, even under tough circumstances. 
• Ensures Accountability 
• Holding self and others accountable to meet commitments. 
• Manages Complexity 
• Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. 
• Optimizes Work Processes 
• Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement. 
• Plans and Aligns 
• Planning and prioritizing work to meet commitments aligned with organizational goals 
• Tech Savvy 
• Anticipating and adopting innovations in business-building digital and technology applications 

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

• NQF Level 3 & NQF Level 2 - Below school leaving

Closing Date

• 05 May 2026