Personal Assistant at Phakisa Group

Job Purpose

• To provide comprehensive executive, administrative, governance, and secretariat support to the Vice President: Functional Services. The successful incumbent will ensure the effective management of the Vice President's office through proactive coordination of schedules, meetings, communications, Board and governance documentation, stakeholder engagement, and administrative processes.

Key Responsibilities

• Provide dedicated executive administrative support to the Vice President: Functional Services.
• Manage and coordinate the Vice President's diary, appointments, meetings, and travel arrangements.
• Screen and prioritise telephone calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Prepare, edit, format, and distribute reports, presentations, correspondence, and business documentation.
• Assist with planning, prioritisation, and tracking of key deliverables, deadlines, and business activities.
• Coordinate Board, Executive, Management Committee, and Functional Services meetings.
• Compile, review, quality-check, and coordinate Board and committee submissions to ensure completeness and compliance with governance requirements.
• Prepare and distribute Board packs, meeting packs, agendas, and supporting documentation within agreed timelines.
• Attend Board, committee, executive, and departmental meetings as required.
• Capture accurate, concise, and professional meeting minutes.
• Act as a key point of contact between the Vice President, leadership team, Board members, employees, contractors, and external stakeholders.
• Arrange local and international travel, accommodation, transportation, and detailed itineraries.
• Maintain effective document management and record-keeping systems.

Minimum Requirements

Qualifications

• Grade 12 / Matric required.
• Relevant tertiary qualification in Business Administration, Office Management, Secretarial Studies, or a related field will be advantageous.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organisational and time-management abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet strict deadlines.
• High level of professionalism, confidentiality, and discretion.
• Strong stakeholder engagement and relationship management skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Personal Attributes

• Professional and polished approach.
• Trustworthy and able to handle confidential information.
• Proactive and self-driven.
• Highly organised with strong administrative discipline.
• Strong commitment to service excellence.