Cape Town: Business Improvement Administrative Specialist posted by Mindmatch Consulting

Job Summary
Provide high-quality administrative, coordination, and light technical support to the Business Improvement Area (BIA) in ASSA. The role streamlines meeting management, stakeholder engagement, process documentation, basic WordPress and SharePoint website maintenance, project administration, and project reporting, ensuring initiatives are well-governed, on time, and visible to decision-makers.
Key Responsibilities
Meeting & Governance Administration

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 base 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.
Stakeholder Engagement & Communications

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.
Process Documentation & Knowledge Management

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).
Website & Content Maintenance (WordPress)

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 checking the AI Bot conversation flows, assist in auditing responses for correctness and alignment with business rules.
Project Administration & Reporting

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.
Minimum Requirements

Preferred Diploma or bachelors degree in business administration, information systems, related field (or equivalent experience).

35 years 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.

MS SharePoint and OneDrive management and maintenance skills.
Nice to Have

Basic WordPress content editing experience website page and document updates and management.

Basic data analysis (Excel/Power BI) and simple DAX or pivot modelling.

Knowledge of change management practices.
Key Competencies
A self-starter with the ability to operate across business processes, people, and technology domains.

Self-management: Ability to manage own time and deadlines with the ability to identify and action next steps and tasks independently and proactively. Know when to escalate.

Coordination: aligning calendars, people, and deliverables across teams and vendors.

Analytical thinking: recognize trends in test outcomes and project metrics.

Time management: multi-tasking across several projects; hitting tight deadlines.

Confidentiality & discretion: handling sensitive project and stakeholder information.