Business Coordinator

Job Advert Summary

The Business Coordinator provides high-level, confidential administrative, operational, and strategic support to the Head of Internal Distribution. This role is responsible for coordinating priorities and workflows, facilitating effective communication, managing key office activities, and ensuring the office is represented professionally and efficiently.

Minimum Requirements

Experience:

• 5+ years experience supporting an Executive or C-suite leader.
• Experience in financial services, insurance, or a corporate distribution environment is strongly preferred.
• Highly professional, composed, and solutions-driven
• Resilient with strong emotional intelligence
• Confident communicator
• Agile, adaptable, and proactive
• Collaborative team player with strong service orientation

Knowledge and Skills:

• Strong understanding of the PPS Group, its products, membership model, distribution channels, and operating structure.
• Solid knowledge of the South African insurance and financial services industry
• Awareness of distribution models, advisor networks, intermediary engagement, and sales-driven environments.
• Advanced proficiency in Microsoft Office Suite:
  • PowerPoint: high-impact presentations, animations, templates, Exco/Board-ready slides.
  • Excel: data analysis, dashboards, and formatting.
  • Word, Outlook, Teams: professional documents and communication.
• Strong capability in video creation and editing (Adobe Premiere, Canva, Camtasia, Clipchamp, or equivalent).
• Ability to produce multimedia content for:
  • Executive communication
  • Staff updates
  • Distribution forums and internal campaigns

Competencies:

• Strategic thinking and business acumen
• Excellent organisation and time management
• Professionalism and discretion
• Initiative and sound judgment
• Strong interpersonal and stakeholder-management skills
• Attention to detail and exceptional accuracy
• Ability to work under pressure with shifting priorities
• Creativity in content development and communication

Duties and Responsibilities

Key Responsibilities

• Provide proactive, professional, and confidential support to the Head of Internal Distribution, as well as additional designated executives, ensuring effective prioritisation and coordination across executive demands.
• Manage complex calendars, scheduling, meeting coordination, and travel arrangements.
• Take full accountability for the planning, coordination, agendas, briefing packs, minute-taking, action tracking, and follow-through of FA Exco meetings, ensuring execution of agreed actions.
• Handle sensitive information with the highest level of discretion.

Office & Workflow Management

• Ensure effective workflow within the Executive’s office, prioritising requests and managing deadlines.
• Act as a key liaison between the Executive and internal/external stakeholders.
• Act as the central coordination point for BAU operational matters across the ID function, liaising with internal stakeholders such as IT, Operations, Finance, and Marketing to ensure timely resolution and communication.
• Oversee operational processes, approvals, and submissions for the Executive.

Business Support

• Leverage a strong understanding of PPS Insurance, its product suite, membership model, and distribution channels to support the business and the Executive.
• Apply knowledge of the broader South African financial services industry to support the Executive and assist with preparing relevant documentation.
• Compile data, and prepare reports or insights.

Communication, Presentations & Video Content

• Design, format, and maintain high impact PowerPoint presentations for Exco, Board, internal roadshows, and distribution forums.
• Develop professional video content, including:
• Executive messages
• Internal staff updates
• Distribution campaigns
• Stakeholder engagement pieces
• Manage video editing, branding alignment, and coordination with Marketing/Corporate Communications if needed.
• Support with communication materials such as scripts, speaking notes, briefing documents, and event content.

Stakeholder Engagement

• Build strong working relationships with the Internal Distribution leadership team, peers, and broader organisational stakeholders.
• Manage requests, queries, escalations, and follow ups on behalf of the Executive.
• Represent the Executive’s office in a manner consistent with PPS values, professionalism, and service excellence.

Administrative Governance & Compliance

• Prepare expense claims, manage budgets for the Executive’s office, and track invoices/payments.
• Ensure compliance with company procedures, data privacy, governance, and document management policies.
• Assist with coordination of governance submissions, business plans, and performance reports.

Function Coordination

• Coordinate all ID Executive events, including conferences, kick-offs, leadership gatherings, and offsites, managing logistics, stakeholders, content flow, and timelines end-to-end.

Sales Enablement, Incentives & Vendor Liaison

• Support the leads management process, assisting with coordination, tracking, reporting, and process administration as required.
• Provide operational and administrative support to incentive management programmes, including coordination of data, communication, and execution milestones.
• Manage and maintain the relationship with incentive and/or remuneration vendors, acting as the primary liaison between the business and the service provider.