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Job Description

Role overview

We are seeking a highly skilled and professional Executive Assistant to support the Managing Director (MD) of OMIG. The ideal candidate will play a pivotal role in ensuring the MD’s day-to-day activities run smoothly, enabling him to focus on strategic priorities. This position requires a resourceful, detail-oriented, and proactive individual with exceptional organizational, communication, and problem-solving skills. The role offers a unique opportunity to work closely with the MD of a leading investment management company and contribute to its success. If you are an organized, driven, and resourceful professional, we encourage you to apply.

Key result areas

1. Diary and Calendar Management

Manage the MD’s complex calendar, scheduling meetings, appointments, and events while anticipating and resolving potential conflicts.Coordinate with internal and external stakeholders to prioritize time-sensitive engagements.Ensure the MD is well-prepared for meetings, including providing agendas, briefing documents, and relevant materials.

2. Travel Management

Plan, organize, and manage domestic and international travel arrangements, including flights, accommodations, visas, and itineraries.Anticipate and address any travel-related changes or issues promptly.Maintain a detailed record of travel plans, expenses, and associated documentation.

3. Executive Committee Support

Serve as the primary point of contact and coordinator for Executive Committee meetings.Prepare and distribute agendas, presentations, and supporting materials ahead of meetings.Record, transcribe, and distribute accurate meeting minutes and follow up on action items.

4. Stakeholder Management

Act as a liaison between the MD and internal/external stakeholders, building and maintaining strong relationships.Handle high-level correspondence and communications with discretion and professionalism.Ensure timely responses to inquiries and manage sensitive information with the utmost confidentiality.

5. Administrative and General Support

Provide day-to-day administrative support, including expense management, document preparation, and filing.Monitor the MD’s inbox, prioritize tasks, and draft responses as needed.Conduct research and compile reports to assist the MD with decision-making.Proactively identify opportunities to improve processes and enhance efficiency within the MD’s office.

Requirements: skills, qualifications and experience required

Bachelor’s degree in Business Administration, Communications, or a related field (preferred).Proven experience as an Executive Assistant or in a similar high-level administrative role, preferably within the investment management or financial services sector.Strong understanding of corporate structures, governance, and executive-level operations.Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.Excellent verbal and written communication skills, including drafting professional correspondence.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools (e.g., Zoom, Teams) and AI Tools (e.g. Co-Pilot).High level of discretion, confidentiality, and professionalism.

Competencies

Strong attention to detail and accuracy.Ability to remain calm and composed under pressure in a fast-paced environment.Proactive problem-solving mindset with a “can do” attitude.Strong interpersonal skills and the ability to build relationships across all levels of the organization.Adaptability to changing priorities and schedules.

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

ResponsibilitiesAdministration

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

Action Planning, Calendar Coordination, Communication, Computer Literacy, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Prioritization, Problem Solving, Time Management

Competencies

Decision Quality

Directs Work

Ensures Accountability

Manages Complexity

Optimizes Work Processes

Plans and Aligns

Tech Savvy

Education

Closing Date

06 February 2025 , 23:59

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.

Old Mutual Limited is pro-vaccination and encourages its workforce to be fully vaccinated against Covid-19.

All prospective employees are required to disclose their vaccination status as part of the recruitment process.

Please refer to the Old Mutual’s Covid-19 vaccination policy for further detail. Kindly note that Old Mutual reserves the right to reinstate the requirement to vaccinate at any point if it is of the view that it is imperative to do so.

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