Senior Administration Specialist

About the role

Old Mutual is looking for a Senior Administration Specialist to provide high-quality administrative, coordination and operational support to the Office of the CEO. The role covers executive administration, diary and meeting coordination, correspondence, reporting, document preparation, stakeholder engagement, governance processes, events, travel and general office operations. It calls for excellent judgement, discretion, attention to detail and confidence working with senior executives on highly confidential information.

Key responsibilities

• Coordinate complex diaries, meetings and appointments; anticipate administrative needs and resolve scheduling issues.
• Maintain filing, records, databases and information-management systems, and produce high-quality Microsoft 365 documents.
• Draft correspondence, letters, emails, reports, meeting packs and agendas, and prepare accurate minutes.
• Coordinate meetings and governance forums, record decisions and actions, and maintain action trackers.
• Act as a coordination point between the Office of the CEO and internal and external stakeholders, managing requests and escalations.
• Prepare reports, dashboards and trackers, analyse information and monitor actions and deadlines.
• Arrange venues, equipment, travel, accommodation and catering for executive events and engagements.
• Support budget tracking, purchase orders, invoices and procurement, and maintain financial records.
• Ensure compliance with policies and governance requirements, and safeguard confidentiality of sensitive information.

Required profile

• Minimum five years of relevant administrative, executive support or business coordination experience, preferably supporting senior leadership.
• Experience in a large, complex or regulated organisation is advantageous.
• Diploma or degree in Business Administration, Office Management, Business Management or a related field, or equivalent experience.
• NQF Level 7 qualification (degree, advanced diploma or postgraduate certificate) or equivalent.

Required skills

• Advanced proficiency in Microsoft 365, especially Outlook, Word, PowerPoint, Excel and Teams.
• Accounting, calendar coordination, data analysis, database reporting and management reporting.