Personal Assistant (Contract) at DeARX Services (Pty) Ltd

• Are you an experienced Personal Assistant who thrives in a fast-paced corporate environment? We are seeking a highly organised and proactive professional to provide end-to-end executive and administrative support to senior leaders within a leading bank.
• This is an excellent opportunity for someone who enjoys working with executives, managing competing priorities, coordinating multiple activities, and ensuring the smooth running of a busy executive office.

About the Role

• As the Personal Assistant, you will act as the primary administrative support to senior executives, ensuring their day-to-day operations run efficiently while providing operational and administrative support across the wider team.

Key Responsibilities

• Manage complex executive diaries, calendars and appointments.
• Coordinate meetings from start to finish, including scheduling, venues, catering, meeting packs and virtual meeting arrangements.
• Monitor executive inboxes, prioritise correspondence and ensure timely follow-up.
• Act as the first point of contact for internal and external stakeholders.
• Prepare professional reports, presentations, agendas, board packs, minutes and business correspondence.
• Coordinate domestic and international travel, accommodation and itineraries.
• Organise conferences, team events, workshops and staff engagement initiatives.
• Support office logistics, facilities requests and office relocations.
• Review and process expense claims for executive approval.
• Assist with leave planning and administrative support for executive teams.
• Coordinate onboarding and offboarding activities for new and departing employees.
• Manage stationery, office supplies and departmental assets.
• Maintain Office 365 SharePoint sites, distribution lists and team information.
• Log and follow up on IT requests, hardware, software and system access.
• Maintain departmental asset registers.
• Coordinate procurement requests and memberships.
• Monitor Risk and Compliance training completion across the team.
• Provide administrative support for operational and ad hoc projects.
• Provide support and cover for other Personal Assistants when required.

Minimum Requirements

• Diploma in Office Administration or a related qualification.
• 5–7 years' experience supporting senior executives or executive management.
• Proven experience managing executive diaries and busy schedules.
• Strong experience coordinating meetings, travel and executive communications.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint and SharePoint.
• Experience with procurement administration and SAP will be advantageous.
• Excellent verbal and written communication skills.
• Exceptional organisational and time management abilities.
• High levels of professionalism, discretion and confidentiality.

Key Skills

• Executive Diary & Calendar Management
• Executive Administration
• Travel & Logistics Coordination
• Meeting & Event Coordination
• Stakeholder Management
• Office 365 & SharePoint Administration
• Procurement Administration
• Expense Management
• Report & Presentation Preparation
• IT & Asset Administration
• Risk & Compliance Administration
• Excellent Written & Verbal Communication
• Time Management & Prioritisation
• Confidentiality & Professionalism
• Personal Attributes

We're looking for someone who is:

• Highly organised and detail-oriented.
• Proactive and able to anticipate business needs.
• Calm under pressure and able to manage multiple priorities.
• Professional, discreet and trustworthy.
• Confident engaging with senior executives and stakeholders.
• A collaborative team player with a positive attitude.