Assistant to the Corporate Services Executive

Subtropico Limited; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A corporate services firm in Pretoria seeks an Executive Assistant to support the Corporate Services Executive. Responsibilities include administrative support, governance coordination, and stakeholder management. Candidates should have a diploma or degree in relevant fields, with 3-5 years of experience. The role demands strong organisational skills, discretion, and excellent communication abilities. A competitive salary and benefits are offered, along with opportunities for professional development.

Benefits

Performance-based bonus

Retirement benefits

Professional development opportunities

Collaborative work environment

Qualifications

• 3-5 years’ experience as an Executive Assistant or similar role.
• Experience in a corporate services environment is advantageous.
• Demonstrated professionalism handling confidential matters.

Responsibilities

• Provide administrative support to the Corporate Services Executive.
• Assist in maintaining statutory and governance records.
• Support internal communications and stakeholder coordination.

Skills

Strong administrative and executive support capability

Excellent written communication and document drafting/formatting skills

Ability to coordinate governance processes

Competent in Microsoft Office

Education

National Diploma / Degree in Administration, Business Management, Office Management, Legal Administration, HR Administration

Tools

Microsoft Office

Job description

Location

Pretoria, Brooklyn

Job Type

Full‑Time

Salary Range

Market Related

Role Description

The Assistant to the Corporate Services Executive provides high‑level administrative, coordination and operational support to the Corporate Services Executive across the Corporate Services portfolio. The role ensures key Corporate Services activities are executed efficiently, deadlines are tracked, governance and regulatory requirements are supported, internal communications are coordinated and the Executive’s office functions smoothly.

The incumbent will serve as a central coordination point between the Corporate Services Executive and internal departments, subsidiary offices, external stakeholders and service providers. The role requires strong organisational ability, discretion, attention to detail and the ability to manage multiple priorities in a professional and confidential manner.

Key Responsibilities

1. Executive Support & Office Administration

• Provide direct administrative support to the Corporate Services Executive, including diary management, scheduling, meeting coordination and logistics.
• Prepare and manage meeting packs, briefing notes, agendas and action lists for internal and external meetings.
• Draft, format and proofread professional correspondence, memoranda, internal notices and legal reports.
• Manage filing systems (digital and physical) for Corporate Services documentation, ensuring proper version control and secure storage.
• Monitor priority deliverables and follow up on outstanding actions across the Corporate Services portfolio.
• Assist with travel arrangements, claims submissions and expense tracking as required.

2. Governance & Company Secretarial Support

• Provide administrative and coordination support to the Company Secretary function, including scheduling governance‑related meetings (Board, Exco, Committees, subsidiary governance forums), preparing and distributing meeting notices, agendas and packs, tracking submission deadlines for board packs and governance documentation and compiling attendance registers and action logs.
• Assist in maintaining statutory and governance records (registers, resolutions, approved governance documents).
• Support the governance calendar and ensure reminders are issued for upcoming meetings, approvals and compliance requirements.
• Coordinate signature processes for resolutions, approvals and governance documentation (manual and electronic signature workflows).

3. Legal Administration & Contract Support

• Provide administrative support to the Legal Department and/or legal matters managed by Corporate Services, including tracking contract lifecycles (drafting, review, approval, signature, storage, renewal), maintaining a contract register and filing signed agreements, coordinating with external attorneys, consultants and service providers where required.
• Assist with preparation of document bundles for litigation, disputes, investigations, disciplinary matters and legal consultations where applicable.
• Ensure confidentiality and appropriate handling of sensitive legal documentation at all times.

4. Human Resources (HR) Support & Coordination

• Provide administrative coordination support to the HR function, including scheduling interviews, disciplinary hearings, HR meetings and performance discussions, preparing HR documentation packs (offer letters, onboarding documentation, templates, policies and forms) and supporting the maintenance of employee records and HR registers where required.
• Assist with internal HR communication distribution (policy updates, HR circulars, staff notices).
• Support onboarding and offboarding processes by coordinating documentation, access requirements and administrative checklists in collaboration with HR and IT.

5. Internal Communications & Stakeholder Coordination

• Support internal communication initiatives under Corporate Services, including drafting or coordinating staff notices and announcements, internal updates relating to governance, HR, compliance and policy matters, and structured communications issued by the Corporate Services Executive.
• Assist with coordinating communication timelines and ensuring consistent messaging and correct approvals before release.
• Liaise with departmental stakeholders to ensure the correct information is collected and communicated time‑tightly.

6. Regulatory, Compliance & Reporting Support

• Assist in tracking regulatory requirements applicable to the group and subsidiaries, including deadlines, document submission schedules and required supporting evidence.
• Maintain trackers and status reports for compliance deliverables (annual returns, governance compliance items, policy sign‑offs, training attendance records, FICA/POPIA supporting documentation where applicable).
• Support audit preparation processes by assisting with documentation collation and information requests from internal and external auditors.

7. Project Support (Corporate Services Portfolio)

• Support Corporate Services projects and strategic initiatives by maintaining project trackers and action lists, scheduling project meetings, preparing progress updates and reports, and coordinating document review cycles and approvals.
• Assist in supporting group‑wide initiatives that fall under Corporate Services, such as policy implementation, HR system rollouts, governance improvements and compliance training coordination.

Required Skills & Competencies

1. Technical / Job‑Specific Skills

• Strong administrative and executive support capability (multi‑tasking, prioritisation, follow‑through).
• Excellent written communication and document drafting/formatting skills.
• Ability to coordinate governance processes and manage sensitive documentation.
• Competent in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management practices.
• Experience with minute‑taking and action tracking is a strong advantage.
• Understanding of corporate governance, HR administration and compliance support is beneficial.

2. Behavioural Competencies

• High attention to detail and accuracy.
• Professionalism, discretion and confidentiality (non‑negotiable).
• Strong interpersonal skills and ability to work across multiple levels of seniority.
• Proactive, solution‑oriented and able to anticipate Executive support needs.
• Strong time management and ability to work under pressure with deadlines.
• Adaptable and able to handle changing priorities.

Minimum Qualifications & Experience

1. Qualifications

• Minimum: National Diploma / Degree in Administration, Business Management, Office Management, Legal Administration, HR Administration or related field.
• A qualification in Governance / Paralegal Studies / HR will be advantageous.

2. Experience

• Minimum 3–5 years’ experience in an Executive Assistant / Personal Assistant / Office Administrator role, preferably supporting senior executives.
• Experience in a corporate services environment (legal, governance, HR, compliance or communications) will be an advantage.
• Demonstrated experience in handling confidential and sensitive matters with professionalism.

Salary & Benefits

• Competitive market related salary and performance‑based bonus.
• Retirement benefits.
• Opportunities for professional development and growth.
• A collaborative and supportive work environment.

To Apply

Please submit your CV and a cover letter outlining your experience and interest in the role to [e-mail].

We look forward to hearing from you!

Application Closing

Applications close on 13 February 2026. If you have not heard from us two weeks after the closing date, please assume that your application was unfortunately unsuccessful.