Job Purpose
- To perform a supporting role to the Executive by executing; organising and co-ordinating all personal assistant functions to optimise time management; thereby ensuring the Executives efficiency and effectiveness.
Job Responsibilities
Executive & Diary Management
- Manage the Executive's diary to optimise time and align activities with business priorities.
- Coordinate meetings, ensuring schedules are accurate, time is effectively utilised, and logistical arrangements are in place.
- Arrange travel itineraries and prepare supporting documentation for business trips and meetings.
- Manage correspondence and queries by prioritising, escalating, tracking, and resolving matters efficiently.
Travel & Event Coordination
- Coordinate local and international travel arrangements, including flights, accommodation, transport, visas, and forex requirements.
- Organise internal and external events by managing venues, invitations, logistics, agendas, speeches, and related requirements.
- Reconcile travel and related expenses in accordance with policy and reporting requirements.
Administrative & Office Management
- Provide comprehensive administrative and office support to ensure efficient operations.
- Manage office resources effectively and support cost-conscious practices.
- Maintain records, correspondence, and filing systems.
- Screen, manage, and route incoming calls and enquiries professionally.
Stakeholder & Relationship Management
- Build and maintain productive relationships with internal and external stakeholders through effective communication.
- Demonstrate integrity, professionalism, and confidentiality in all interactions.
- Support stakeholder engagement initiatives and maintain awareness of relevant stakeholder requirements.
- Ensure accurate and timely information sharing with stakeholders and team members.
Document & Information Management
- Prepare, edit, and manage business documents in line with organisational standards.
- Maintain accurate records and supporting documentation.
- Manage confidential information and correspondence appropriately.
- Ensure information is organised, accessible, and maintained according to governance requirements.
Governance, Risk & Compliance
- Adhere to organisational policies, procedures, and values.
- Maintain confidentiality and exercise discretion in handling sensitive information.
- Monitor relevant legislative and regulatory developments impacting the role.
- Support risk management and compliance objectives through adherence to established controls.
Culture, Values & Corporate Citizenship
- Demonstrate organisational values through daily interactions and service delivery.
- Support transformation, diversity, inclusion, and culture-building initiatives.
- Participate in corporate social responsibility and community engagement activities.
- Contribute positively to team effectiveness and organisational objectives.
Continuous Improvement & Self-Development
- Maintain and enhance professional knowledge through ongoing learning and development.
- Complete mandatory learning activities and apply acquired skills effectively.
- Identify opportunities to improve processes, systems, and service delivery.
- Support the implementation of new processes, systems, and continuous improvement initiatives.
Ad Hoc Support
- Provide additional administrative, operational, and executive support as required by the Executive or Line Manager to support business objectives and operational effectiveness.
Job Responsibilities
Minimum Experience
- 3 to 5 years' experience as a Senior Personal Assistant, Executive Assistant, or similar executive support role.
- Proven experience managing two or more Executive-level diaries simultaneously in a fast-paced corporate environment.
- Experience coordinating and preparing Executive Committee (Exco) packs, board packs, presentations, and supporting documentation.
- Demonstrated experience in minute taking, compiling meeting minutes, tracking actions, and following up on deliverables.
- Strong stakeholder management experience, with the ability to build and maintain effective relationships with senior leaders, internal business units, and external stakeholders.
- Experience in professional report writing, correspondence drafting, and preparing executive communications.
- Proven experience coordinating complex meetings, travel arrangements, and events for senior executives.
- Experience handling confidential and sensitive information with a high degree of professionalism and discretion.
Additional Requirements
- Valid South African driver's licence.
- Own reliable vehicle.
- Willingness and ability to travel when required.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams).
- Excellent organisational, planning, communication, and multitasking skills.
Essential Qualifications - NQF Level
- Matric / Grade 12 / National Senior Certificate
- Diploma
Preferred Qualification
-
Diploma in Business Administration, Office Management, Secretarial Administration, Executive Assistance, or a related business field.
Technical / Professional Knowledge
- Administrative procedures and systems
- Banking procedures
- Business principles
- Business terms and definitions
- Data analysis
- Governance, Risk and Controls
- Relevant regulatory knowledge
- Relevant software and systems knowledge
- Business writing skills
- minutes taking
Behavioural Competencies
- Communication
- Energy
- Initiating Action
- Stress Tolerance
- Work Standards
- Planning and Organizing
Closing Date: 08 September 2026
Gmail
Yahoomail