Executive Assistant

HandPicked Recruitment; Pretoria; On-site; ZAR 350,000 - 480,000; Full time

Job summary

HandPicked Recruitment is seeking an experienced Executive Assistant to support the Managing Director in Pretoria. The role requires proactive coordination, professional client engagement and meticulous diary management.

You will draft and format reports, manage correspondence, coordinate meetings and assist with ad hoc projects while safeguarding confidential information. A strong command of MS Office and the ability to work independently are essential.

Qualifications

• Matric/Grade 12 and 35 years' experience as an Executive Assistant or Personal Assistant.
• Proven experience supporting a Managing Director, CEO or senior executive.
• Strong administrative, organisational and coordination skills.
• Excellent written and verbal communication; proficient in MS Office: Outlook, Word, Excel, PowerPoint and Teams.
• Excellent diary and meeting management; high attention to detail and confidentiality.
• Valid driver's licence and own reliable transport; ability to work independently.

Responsibilities

• Manage MD's diary, appointments, meetings, emails and correspondence.
• Coordinate internal and external meetings and prepare agendas, presentations, reports.
• Take meeting minutes and follow up on action items and deadlines.
• Draft, format and review correspondence, reports and company documentation.
• Maintain filing systems and manage important company documentation.
• Prepare administrative reports and supporting information.
• Coordinate website updates and weekly LinkedIn posts with the external service provider.
• Handle confidential information with discretion.

Skills

Diary management

Executive support

MS Office

Communication

Discretion

Education

Diploma in Office/Business Administration

Secretarial Studies

Certificate in Office/Business Administration

Tools

LinkedIn

CMS (Website)

Job description

Minimum Requirements

Matric / Grade 12 35 years' experience as an Executive Assistant or Personal Assistant. Previous experience supporting a Managing Director, CEO or senior executive. Strong administrative, organisational and coordination skills. Excellent written and verbal communication skills. Strong Microsoft Office skills: Outlook, Word, Excel, PowerPoint and Teams. Excellent diary and meeting management skills. Strong attention to detail and accuracy. Ability to handle confidential information with discretion. Valid driver's licence and own reliable transport. Ability to work independently and take ownership. Professional and confident when dealing with clients, suppliers and senior stakeholders.

Advantageous

DipExecutive Assistant OR Executive PA OR Personal Assistant OR Personal Assistant to MD OR Personal Assistant to CEO OR PA to Director OR Executive Secretary OR Senior PA OR Senior Personal Assistant OR Executive Administratorloma or Certificate in Office/Business Administration, Secretarial Studies or a related field. Experience in engineering, renewable energy, solar, construction, technical or professional services. Experience coordinating website content and LinkedIn posts. Experience preparing presentations, reports and meeting minutes.

Duties, but not limited to:

Manage the Managing Director's diary, appointments, meetings, emails and correspondence. Coordinate internal and external meetings and prepare agendas, presentations, reports and meeting documentation. Take meeting minutes and follow up on action items, deadlines and outstanding matters. Draft, format and review correspondence, reports, proposals and company documentation. Maintain accurate electronic and physical filing systems and manage important company documentation. Prepare administrative reports, schedules and supporting information. Act as a professional point of contact between the MD, clients, suppliers, business partners and internal staff. Coordinate communication and follow-ups with internal and external stakeholders. Coordinate website updates and weekly LinkedIn posts with the external service provider. Ensure information and digital content is accurate and aligned with company requirements. Handle confidential company and executive information with discretion. Assist the MD with ad hoc projects and changing priorities. Proactively identify outstanding matters or potential issues and ensure they are followed through to completion. Assist with improving administrative processes and systems where appropriate.

Important Fit for the Role:

We are looking for someone who can work independently, think ahead and effectively manage the MD's day-to-day requirements.

You should be comfortable taking ownership, managing competing priorities and ensuring that important tasks and follow-ups do not get lost.

Experience within a commercial and industrial renewable energy, engineering, construction or technical environment will be advantageous.

Please note: Only shortlisted candidates will be contacted