Executive Assistant at Helderberg Personnel

• The ideal candidate will have proven experience in Executive Assistant or Personal Assistant with exceptional organisational, planning, and prioritisation skills.

Role Overview

• The Executive Assistant will provide high-level, and confidential support to the Director. This role requires exceptional organisational ability, sound judgment, proactive problem-solving, and the capacity to operate independently. The Executive Assistant will act as a trusted gatekeeper, coordinator, and operational partner.

Key Responsibilities

• Provide executive-level diary and time management, including scheduling, prioritising, and optimising daily activities.
• Manage all travel arrangements end-to-end, including flights, accommodation, visas, itineraries, and travel documentation.
• Screen, prioritise, and manage all incoming communication (emails, messages, calls), ensuring urgent and strategic matters are addressed timeously.
• Act as a liaison between the Director and internal / external stakeholders.
• Prepare, draft, proofread, and edit high-level correspondence, reports, presentations, and board-related documentation.
• Maintain a secure, highly organised digital filing and document management system.
• Track and reconcile executive expenses
• Coordinate executive meetings, board meetings, and key events, including agendas, venues, logistics, and follow-ups.
• Manage sensitive, confidential, and commercially sensitive information with absolute discretion.
• Anticipate future needs, manage risks, and proactively address potential challenges.
• Provide administrative and operational support on an ad-hoc basis across both business and personal matters.

Essential Skills and Qualifications

• Proven experience in Executive Assistant or Personal Assistant.
• Exceptional organisational, planning, and prioritisation skills.
• High digital literacy and confidence across cloud-based platforms, productivity tools, and communication systems.
• Strong written and verbal communication skills at executive and board level.
• Outstanding problem-solving and decision-making ability.
• High levels of emotional intelligence, professionalism, and judgment.
• Ability to work independently across multiple priorities.
• Flexibility to work remotely with availability when required.

Personal Attributes

• Highly professional, calm, and resilient under pressure.
• Proactive, solution-driven, and detail-oriented.
• Trustworthy, loyal, and discrete.
• Adaptable, flexible, and resourceful.
• Strong alignment with company values of integrity, excellence, and client service.

Reporting Structure

• This position reports directly to the Director in a highly trusted, one-on-one working relationship.

Compensation and Benefits

• Flexible, part-time or full-time structure (depending on suitability).
• Competitive executive-level remuneration.
• Remote working arrangement with availability for executive-level responsiveness.
• High degree of autonomy and exposure to senior leadership and strategic decision-making.