Executive Assistant - Wealth Executive Team (JHB Illovo) at BDO South Africa

Description

• We are seeking a dynamic and experienced Executive PA to support the Executives of the Department. This role requires a proactive individual who can manage a wide range of administrative, operational, and executive support tasks in a fast-paced environment and will also play a central role in ensuring effective communication, record-keeping, and coordination across all company activities.

Key Responsibilities:

Executive Support

• Manage executive diaries, appointments, and meetings.
• Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
• Organize executive travel arrangements including visas, transport, and accommodation.
• Coordination operations across all offices nationally.
• Prepare agendas, minutes, presentations, and briefing materials for meetings
• Coordinate communication between the executives, staff, internal stakeholders, and external stakeholders
• Conduct research, and compile briefing notes, presentations, and reports to support decision making
• Act as the first point of contact between the executives and internal/external stakeholders.
• Manage correspondence, including drafting letters, emails, and reports.
• Maintain confidentiality and handle sensitive information with discretion.
• Support the executives in the planning and coordination of organisational projects, stakeholder engagements, and events.
• Ensure effective office administration and workflow management for the executives’ offices.
• Performance and Project Management Support.

Administration

• Handle all administrative duties for the Executives.
• Draft and format correspondence, reports, and presentations.
• Address high-level queries and complaints, including those at executive levels.
• Provide ad hoc support to the Directors as needed.

Procurement & Finance

• Source and procure stationery, marketing materials and corporate gifts per internal policy.
• Negotiate pricing to ensure cost-effectiveness.
• Manage stock levels and track executive expenses.

Driver Coordination

• Assign tasks to drivers for deliveries, etc.

Reception Management

• Supervise and evaluate Reception team performance.
• Ensure timely distribution of event details.

Travel Coordination

• Book travel for executives and facilitators (flights, car rentals, accommodation).
• Manage visa applications and airport transfers.

IT Support Liaison

• Liase with IT and escalate IT-related issues when necessary.
• Department Asset Register management

Facilities Management

• Coordinate with Facilities and Building Managers to maintain high service standards.
• Ensure cleanliness and upkeep of office and campus spaces.
• Oversee event and class setup with Facilities.

Requirements
Key Skills and Competencies Required:

Technical and Professional Skills:

• Proficiency in Microsoft Office Suite.
• Experience with calendar management tools.
• Familiarity with project management tools 
• Knowledge of financial dashboards, reporting tools.
• Strong written and verbal communication skills.
• Familiarity with business operations, financials, and corporate strategy.
• Strong communication skills
• Excellent document management and writing skills.

Soft Skills and Personality Traits:

• High level of discretion and ability to handle confidential information.
• Strong interpersonal and relationship management skills.
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Ability to work independently with minimal supervision.
• Proactive problem solver with a high level of initiative.
• Strong emotional intelligence (EQ) to build relationships with senior leaders.
• Ability to remain calm under pressure and meet deadlines in a fast-paced environment.
• Strong negotiation and stakeholder management skills.
• Letter, presentation, Memo and submission drafting skills.
• Proactive, adaptable, and resourceful approach.
• Professionalism, attention to detail, and problem-solving ability

Desired Experience & Qualification

• Possess a National Diploma/Degree in Office Administration, Business Administration, or a related field.
• At least 5 years’ experience in executive administrative support or as a Personal Assistant to senior management/executives preferably in a corporate environment.