Executive Assistant

Quest Staffing Solutions; Richards Bay; On-site; ZAR 279,000 - 446,000; Full time

Job summary

Quest Staffing Solutions is seeking an experienced Executive Personal Assistant to provide high-level administrative and executive support to the Regional General Manager and leadership team. The role covers diary management, travel planning, meeting coordination and document preparation.

The ideal candidate will demonstrate confidentiality, strong communication, and the ability to work independently in a fast-paced environment across domestic and international engagements.

Qualifications

• Essential Grade 12/Matric.
• Essential National Diploma in Secretarial Studies, Office Administration, or related field.
• 3–5 years in an Executive/Personal Assistant or senior admin role.
• Experience supporting senior executives and coordinating international travel.

Responsibilities

• Provide high-level administrative and secretarial support to senior management.
• Manage complex diaries, calendars and executive schedules.
• Coordinate meetings, appointments and engagements; prepare reports and minutes.
• Maintain confidential records and documentation.
• Oversee office operations in leaderships absence and support staff.
• Coordinate travel itineraries, accommodation, visas and travel logistics.

Skills

Executive support

Diary management

Travel coordination

MS Office

Stakeholder management

Communication

Confidentiality

Event coordination

Education

Grade 12/Matric

National Diploma in Secretarial/Office Admin

Tools

MS Office Suite

Job description

Job Description: Executive Personal Assistant

Employment Type: Contract - 6 months

Position Overview

Our client is seeking a highly professional and experienced Executive Personal Assistant to provide comprehensive administrative, organisational and executive support to the Regional General Manager and broader leadership team. The successful candidate will play a critical role in ensuring the efficient operation of the office, managing executive schedules, coordinating travel and events, and serving as a key liaison between internal and external stakeholders.

This role requires exceptional organisational skills, attention to detail, strong communication abilities, and the capacity to work independently in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and secretarial support to senior management.
• Manage complex diaries, calendars and executive schedules.
• Coordinate and prioritise meetings, appointments and business engagements.
• Screen and direct telephone calls, emails and correspondence.
• Prepare reports, presentations, business correspondence and meeting documentation.
• Take and distribute meeting minutes where required.
• Maintain confidential records and documentation.

Office Management

• Manage the office during periods of leadership absence.
• Coordinate office operations to ensure smooth day-to-day functioning.
• Support departmental teams and provide guidance to administrative staff where required.
• Manage office supplies, equipment and related administration.
• Assist with invoice processing and document control.
• Coordinate venue bookings and event arrangements.

Travel & Logistics Coordination

• Arrange and coordinate domestic and international travel.
• Manage travel itineraries, accommodation, transport and visa requirements where applicable.
• Ensure all travel logistics are effectively planned and communicated.
• Coordinate executive travel schedules and related administrative requirements.

Stakeholder & Relationship Management

• Build and maintain strong relationships with internal and external stakeholders.
• Act as a key point of contact for visitors, clients, service providers and contractors.
• Coordinate and facilitate client visits and executive meetings.
• Address stakeholder requests and ensure timely resolution of queries.

Systems & Administration

• Maintain accurate departmental records and databases.
• Capture, update and administer information across various business systems.
• Ensure proper filing, record keeping and document management practices.
• Support reporting and information management requirements.

Health, Safety & Compliance

• Comply with all health, safety and environmental policies and procedures.
• Promote safe working practices and good housekeeping standards.
• Support departmental safety initiatives and audit requirements.
• Report unsafe conditions and incidents in accordance with company procedures.

Qualifications

• Grade 12 / Matric (Essential).
• National Diploma in Secretarial Studies, Office Administration, Business Administration or related field (Essential).

Experience

• 3 to 5 years' experience in an Executive Personal Assistant, Personal Assistant or Senior Administrative role.
• Proven experience supporting senior executives or management teams.
• Minimum 2 years' experience coordinating international travel arrangements and logistics.
• Experience managing executive diaries, meetings, travel and stakeholder communications.
• Advanced MS Office Suite skills (Word, Excel, PowerPoint and Outlook).
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• High level of professionalism and confidentiality.
• Strong attention to detail and problem-solving ability.
• Ability to work independently and proactively.
• Excellent interpersonal and stakeholder management skills.
• Planning and Organising
• Communication Skills
• Relationship Building
• Professionalism
• Attention to Detail
• Time Management
• Problem Solving
• Customer Focus
• Teamwork
• Initiative and Accountability

Ideal Candidate Profile

The ideal candidate will be an experienced Executive Personal Assistant who has supported senior executives within a corporate, industrial, manufacturing, logistics, engineering, mining or similar environment. They will possess excellent administrative capabilities, strong travel coordination experience, and the ability to confidently interact with leadership, employees, contractors and external stakeholders.