Cape Town: Business Improvement Administrative Specialist posted by Mindmatch Consulting

About the Role

We are seeking a highly skilled Business Improvement Administrative Specialist to join our team at Mindmatch Consulting in Cape Town. The successful candidate will provide high-quality administrative, coordination, and light technical support to the Business Improvement Area (BIA) in ASSA, streamlining meeting management, stakeholder engagement, process documentation, basic WordPress and SharePoint website maintenance, project administration, and project reporting.

Key Responsibilities

• Schedule, coordinate, and facilitate BIA and cross-functional meetings (e.g. steering committees, workgroups, website, vendor check-ins).
• Prepare and distribute agendas, pre-read packs, attendance, and action logs.
• Provide input to agendas based on outcomes of meetings and business activities.
• Record accurate minutes capturing decisions, risks, dependencies, and actions with owners and due dates.
• Track action closures and escalate overdue items.
• Maintain and update stakeholder maps, RACI matrices, and contact lists.
• Draft and distribute comms (updates, newsletters, release notes, change notices) aligned to BIA governance.
• Coordinate workshops, demos, and training sessions (including logistics, invitations, feedback forms).
• Serve as a courteous first point of contact for BIA queries.
• Document current-state and future-state processes (SOPs, how-to guides, quick reference guides).
• Version-control and curate a central BIA repository (SharePoint/Teams/OneDrive).
• Ensure templates, naming conventions, and filing standards are consistently applied.
• Support simple process mapping (e.g. swimlanes, RACI).
• Perform basic WordPress updates (pages, posts, media, documents) and ensure links, forms, and downloads are functional.
• Coordinate content updates with the rest of the business.
• Coordinate with IT/Design for larger changes or issues.
• Regularly check the AI Bot conversation flows and assist in auditing responses for correctness and alignment with business rules.
• Maintain project plans, logs, resource rosters, and calendars.
• Track milestones, dependencies, and budget line-items (with guidance from the PM).
• Draft communications between BIA and stakeholders.
• Maintain project priority roadmap.
• Assist with BIA status reports and executive summaries (KPIs, health, risks, decisions needed).
• Support vendor/contract admin (SOWs, POs, invoicing trackers) in line with procurement policies.

Requirements

• Preferred Diploma or Bachelor’s degree in business administration, information systems, related field (or equivalent experience).
• 35 years of experience in a PMO/Project Admin/Business Support role supporting technology, process, or business development initiatives.
• Hands-on experience with meeting management, minute taking, and action tracking.
• Proven experience compiling project reports and maintaining shared repositories.
• Microsoft 365: Outlook/Teams/SharePoint/OneDrive, Excel (intermediate), PowerPoint, Word. Well versed in these technologies with ability to maintain file systems and documents effectively.
• Well established and professional communication skills, written and spoken.

Qualifications

• No qualifications mentioned in the original job description.

Salary & Benefits

• No salary or benefits information mentioned in the original job description.

Note: The original job description did not provide specific requirements, qualifications, or salary/benefits information. This rewritten version follows the exact structure as instructed and only includes the provided information.