Senior Administration Specialist (SADC) at Old Mutual

Job Description

• African Infrastructure Investment Managers (Pty) Ltd was established in 2000 and has established itself as a leading niche private equity fund manager, specialising in infrastructure equity investments in the African market. AIIM actively manages investments in North, East, West and Southern Africa and has assets under management of USD 2.9 billion with a track record extending across eight African infrastructure funds.

Role Overview

• African Infrastructure Investment Managers (AIIM) is seeking a Senior Administration Specialist to support the SADC Investment teams; co-ordinate and support logistical arrangements of investor meetings, events, and forums; a variety of administrative tasks, and executive diary management, in accordance with Service Level Agreement parameters. Additionally, the incumbent will partner with a small team of administrators to deliver a variety of administration related functions and will be individually accountable for achieving results through own efforts.

Key Result Areas:

The successful candidate will be responsible for but not limited to:

• Organising and preparing for meetings, including gathering documents and attending to logistics of meetings, for internal and external stakeholders
• Diary Management for a team of Senior Investment Directors and Principals
• Coordination of agenda’s scheduling and circulation of materials for investment team, investment committee meetings, and other internal forums
• Coordination of logistics for engagements with investors, this includes but is not limited to, due diligence, site visits, meetings, and teleconferences
• Book travel for investments team
• Process team credit card recons, travel forex recons, staff claims and invoices
• Filing and organising records, invoices, and other important documentation
• Participate actively in the planning and execution of events
• Assist colleagues whenever necessary
• Manage Media profiles in conjunction with Marketing
• Manage courier services, sending and receiving of goods/documents as required
• Coordinate and arrange various internal and external meetings
• Manage schedules for seating, parking, and meeting rooms
• Building a relationship with Old Mutual facilities staff/landlords with regards to parking, meeting rooms, vendors, security, and all building/office requirements.
• Assist with office maintenance, equipment, supplies, and installations requested by Operations
• Assist with the operation of IT and facilities in the office
• Manage office purchasing and procurement.

Skills, Qualifications and Experience required:

• Matric, with relevant tertiary qualification/courses
• + 5 years relevant experience, preferably in Financial Services
• Advanced MS office skills
• Extensive experience performing diary management for multiple executives

Personality Attributes and Competencies:

• Excellent written and verbal communication skills
• Time-management skills
• Ability to build rapport and engage at an executive level
• Excellent intellectual & conceptual abilities
• Flexible & dynamic – self-motivated, can work independently, results driven, ability to deal with change
• High energy level, strong sense of teamwork and a 'can do ' attitude
• Strong execution – ability to close off effectively on tasks and projects
• Ability to pay attention to detail
• Follow-through - the motivation to ensure the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracy
• Organization skills
• Ability to multitask
• Interpersonal skills
• Forward thinking and innovative
• 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 complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

Correspondence

• Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.

Data Collection and Analysis

• Collate and analyze data using preset tools, methods, and formats. Involves working independently.

Insights and Reporting

• Contribute to the preparation of various data and analytics reports.

Document Preparation

• Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.

Business Meetings/Events Arrangement

• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.

Work Scheduling and Allocation

• Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Operational Compliance

• Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

Procurement

• Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.

Budgeting

• Track budgets and report variances to more senior colleagues.

Personal Capability Building

• Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Skills

• Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Management Reporting, Microsoft Office, Numerical Aptitude, Office Administration, Oral Communications, Report Review, Time Management

Competencies

• Decision Quality
• Directs Work
• Ensures Accountability
• Manages Complexity
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

Education

• Matriculation Certificate (Matric)

Closing Date

• 26 March 2025 , 23:59