Business Personal Assistant

Introduction Through our client-facing brands Metropolitan and Momentum, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.

We help people grow their savings, protect what matters to them and invest for the future. We help companies and organisations care for and reward their employees and members. Through our own network of advisers or via independent brokers and utilising new platforms Momentum Metropolitan provides practical financial solutions for people, communities and businesses. Visit us at www.momentummetropolitan.co.za

Disclaimer As an applicant, please verify the legitimacy of this job advert on our company career page.

Role Purpose A high-trust role supporting the Head of Operations and the broader MFP Operations portfolio. The successful candidate will combine executive support with hands-on business coordination, disciplined follow-through, data and document management, stakeholder engagement, governance administration and practical problem-solving.

The Business Personal Assistant enables the Head of Operations to focus on strategic priorities by taking ownership of the coordination, preparation, follow-up and administration required to move work forward. The role acts as the operational link between the leader, the Operations team, provincial structures, advisers, product houses, support functions and external stakeholders.

The incumbent is expected to create order in a high-volume environment, maintain reliable information and records, anticipate requirements, surface risks early, prepare decision-ready material, and ensure that agreed actions are completed. Success in the role is measured by the quality of preparation, the accuracy of information, the reliability of follow-through, stakeholder responsiveness and the reduction of avoidable administrative burden on the leader and team.

Requirements

• Grade 12 or equivalent qualification.
• A post-matric qualification in office administration, business administration, operations, project coordination or a related field is preferred.
• Additional training in project coordination, business communication, reporting, records management, digital systems or operational management is advantageous.
• At least five years’ relevant experience in executive support, business administration, operational coordination or a comparable role.
• Demonstrated experience supporting a senior leader and coordinating work across multiple teams or business functions.
• Experience compiling reports, presentations, meeting packs, trackers and formal business communication.
• Experience managing complex diaries, senior stakeholder engagements and competing deadlines.
• Experience handling confidential information and supporting governance or controlled business processes.

Duties & Responsibilities

Executive Partnership and Priority Management

• Act as a trusted support partner to the Head of Operations, managing priorities, commitments, deadlines, risks and dependencies.
• Screen, prioritise and coordinate incoming requests, correspondence and actions, ensuring appropriate escalation where required.
• Prepare the leader for meetings and decisions by consolidating relevant information, documentation, risks and recommendations.
• Maintain follow-up processes for decisions, approvals, actions and commitments, ensuring completion and accountability.
• Proactively identify and escalate risks, conflicting priorities or delays that may impact business outcomes.
• Protect executive focus time while ensuring urgent operational matters receive prompt attention.

4.2 Calendar, Meeting and Event Management

• Manage a complex executive calendar aligned to business priorities, preparation requirements and key deadlines.
• Coordinate meetings, workshops, leadership forums, training sessions, town halls and business events.
• Schedule engagements across multiple stakeholders, resolving diary conflicts and logistics requirements.
• Prepare agendas, meeting packs, attendance records, minutes, action logs and follow-up communications.
• Manage venues, virtual meeting platforms, catering, travel arrangements and related administrative requirements.
• Ensure participation, required inputs and meeting readiness ahead of scheduled engagements.

4.3 Correspondence and Communication Support

• Manage and organise correspondence requiring action, response, referral or follow-up.
• Draft and review professional communications including emails, announcements, briefing notes, invitations and stakeholder updates.
• Adapt communication content and tone for diverse internal and external audiences.
• Verify accuracy, completeness, stakeholder distribution and action clarity before communication release.
• Consolidate stakeholder input into clear, consistent messaging while maintaining confidentiality where required.

4.4 Operational Coordination and Project Support

• Coordinate operational activities, projects and business improvement initiatives across the portfolio.
• Translate leadership decisions into actionable plans, responsibilities, timelines and deliverables.
• Maintain project plans, action registers, decision logs, issue trackers and supporting documentation.
• Coordinate activities and dependencies across business functions and stakeholder groups.
• Support implementation readiness through effective coordination of communications, training, system access, reporting and support processes.
• Identify process inefficiencies and recommend practical improvements to enhance effectiveness and accountability.

4.5 Reporting, Data and Decision Support

• Collect, validate, analyse and consolidate information from multiple sources for reporting purposes.
• Prepare reports, dashboards, presentations, briefing packs and management summaries.
• Utilise spreadsheets and reporting tools to reconcile information, identify exceptions and provide meaningful insights.
• Ensure reporting accuracy through validation of source data, calculations, definitions and reporting periods.
• Maintain operational trackers, records and datasets as assigned.
• Present information in a clear, decision-ready format, highlighting key risks, issues, actions and ownership.

4.6 Governance, Risk and Confidential Administration

• Support governance activities, approvals, compliance administration and evidence management.
• Maintain accurate records of decisions, approvals, submissions, attendance and completed actions.
• Coordinate system, access and licence administration in accordance with approved governance processes.
• Handle confidential business, people, client and financial information with discretion and integrity.
• Apply records management, privacy, information security and document retention requirements.
• Identify and escalate control weaknesses, process non-compliance or data integrity concerns.

4.7 Financial and Resource Administration

• Coordinate invoices, purchase requests, payments and associated financial administration activities.
• Verify supporting documentation, approvals and coding before submission and processing.
• Monitor assigned budgets, licences, subscriptions and service-related expenses.
• Coordinate travel, accommodation and related documentation in accordance with company policy.
• Manage office resources, equipment requests and administrative assets.
• Raise, monitor and follow up on service requests relating to systems, access, software and workplace requirements.

4.8 Stakeholder and Client-Centred Support

• Build and maintain effective working relationships with internal and external stakeholders at all levels.
• Represent the Head of Operations professionally and deliver a positive stakeholder experience.