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Portfolio Assistant - Operations

Signant HealthZA

10 hours ago

Job description

Job title : Portfolio Assistant - Operations

Job Location : South Africa,

Deadline : October 29, 2025

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Where do you fit in?

The Department Assistant will play a critical role in supporting the operational efficiency of the department by managing recurring administrative and logistics tasks. This position is ideal for someone who is detail-oriented, proactive, tech savvy, comfortable working with multiple stakeholders,and deadlines in a fast paced environment.

As part of our team, your main responsibilities will be :

Calendar Management : Manage and maintain the SVP's complex calendar, including scheduling recurring one to one meetings with direct reports, peers, and executive level meetings / appointments, etc. Prioritize and resolve scheduling conflicts efficiently.

GPM Organizational Chart : Maintenance and updates

Travel & Expenses : Manage international travel arrangements and expense reports. Prioritize and resolve scheduling conflicts efficiently.

Meeting Coordination : Schedule, organize, and prepare for recurring meetings including GPM town halls, PM senior leadership team meetings, PM Line Management Meetings, and PM Training Meetings, GPM EPR, GPM FY2026 Initiative monthly department meeting scheduling and slide collation from SMEs, escalation reviews, and line manager sessions. Prepare and distribute agendas with input from the PMSLT, take accurate meeting minutes (with use of AI), and track action items to completion.

Administrative Support : Maintain organized digital filing systems for the department, note limited to, but including cataloguing all communications going to GPM regarding training and process changes and requirements on a weekly basis. .

Technical Support : Strong working knowledge of AI, excel, Power Point, and Outlook. Identify department level efficiencies in ways of working from an administrative perspective with the use of AI. Assist with general administrative tasks as needed, such as preparing graphics / polishing content for Power Point presentations, to support Quarterly Business Review Meetings, Executive Leadership Team Meetings, and Department Level Risk Review Meetings (Executive Risk Review Meetings and Critical Risk Review Meetings).Handle confidential information with discretion. Assist with general administrative tasks as needed, such as preparing presentations, reports, and correspondence.

Compliance Follow-Up : Monitor and follow up with teams to ensure timely completion of recurring deliverables such as CTCs, MPVP compliance, timesheetsand training compliance. Present compliance metrics during weekly PMSLT meetings.

Communication Management : Support the development and distribution of internal communications, formatting into GPM Communications format (Who, What, When, Where, Why and How), including assisting with GPM channels. Summarize FAQs on the channel and work with AI to streamline and summarize information.

Creation of trackers : Support with the creation of trackers of assigned SMEs, initiatives, adhoc tasks for GPM LT.

DECISION MAKING AND INFLUENCE :

Responsible for compliance with Company Procedures in support of client deliverables.

Recognize, exemplify and adherence to the company values which center around our commitment to people, clients, and performance.

You’ll need to bring :

Essential :

Experience in an executive administrative or coordinator role, preferably in a project-driven or corporate environment.

Strong organizational and time management skills.

Excellent written and verbal communication abilities.

Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).

Ability to manage multiple priorities and recurring deadlines.

High attention to detail and accuracy.

Discretion in handling confidential information.

Desirable :

Bachelors’ degree or equivalent or relevant experience.

Experience of clinical trials / pharmaceutical industry / life sciences.

Administrative / Management jobs

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Assistant Portfolio • ZA