Personal Assistant at Old Mutual

Job Description

• Old Mutual Alternative Investments (OMAI) is one of Africa’s leading private alternative investment managers. We have over ZAR 139billion in assets under management in Infrastructure (equity & debt), Private Equity (local and international), Hybrid Capital, Impact Funds and Private credit.
• Established in South Africa in 2000, OMAI is one of the first alternative investment managers, inheriting a rich history in the investing space as a member of the Old Mutual Group, with more than 178 years of investing experiences in Africa. OMAI aims to deliver consistent, competitive returns to investors, and create a positive, long-term impact in the communities and environment we live and invest in.

Key Result Areas:

• Providing efficient, confidential, and professional secretarial services.
• Maintain confidentiality of information both from internal and external sources.
• Schedule internal and external appointments and proactively manage diaries.
• Preparing meeting agendas, taking minutes, and following up on action items
• Making all travelling arrangements, flight bookings, accommodation, forex, visa applications, reconciliations, etc. (domestic and international).
• Receive and assist visitors, arranging meeting rooms and refreshments.
• Collating, printing, and distributing various packs.
• Maintaining subscriptions of newspapers and magazines.
• Registration for conferences.
• Collate and prepare staff expense claims for approval.
• Prepare invoices for approval and payment.
• Assisting with any ad hoc requests.
• Assist with reception duties when required.

Skills, Qualifications and Experience required:

• Extensive experience as a PA at a senior level, dealing with Company Senior Executives.
• Preference for a secretarial/PA qualification.
• Advanced Computer literacy skills (MS Word, Intermediate Excel, PowerPoint, Outlook and Internet).
• Strong relationship management, communication and co-ordination skill sets are key to this role.
• Makes increased contributions by broadening individual skills.

Competencies 

• Ability to prioritise tasks and manage multiple deadlines
• Clear and concise verbal and written communication
• Adaptability
• Attention to detail
• Building customer loyalty
• Team Player
• Ability to multi-task/flexible approach
• Building working relationships
• Professionalism
• Information gathering and Follow-up
• Interact confidently with senior management
• Proactive execution mindset
• Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Responsibilities

• Administration
• Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
• Business Meetings/Events Arrangement
• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Correspondence
• Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.
• Document Preparation
• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Work Scheduling and Allocation
• Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Data Collection and Analysis
• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Insights and Reporting
• Extract and combine data to generate standard reports.
• Budgeting
• Monitor and analyze data using budgeting systems and protocols.
• Personal Capability Building
• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Operational Compliance
• Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
• Procurement
• Support others by carrying out simple procurement tasks. Involves following established procedures.

Skills

• Accounting, Action Planning, Agenda (Meeting), Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Executing Plans, Financial Acumen, Management Reporting, Minute Taking, Numerical Aptitude, Office Administration, Oral Communications, Organizing, Organizing Meetings, 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

• 04 February 2025 , 23:59