Executive Assistant (POMONA)

Hired Recruitment (Pty) Ltd; Kempton Park; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading recruitment agency is looking for an Executive Assistant to provide administrative and strategic support to the General Manager. The ideal candidate will manage a complex schedule, coordinate appointments, and ensure the GM's focus on high-level priorities. Strong communication skills and advanced Microsoft Office proficiency are essential. The role requires at least 5 years of experience in a similar environment located in Kempton Park, Gauteng.

Qualifications

• At least 5 years’ experience as a Personal Assistant or Secretary in a fast-paced environment.
• Experience in event and travel management.
• Experience in taking meeting minutes and in report and letter writing.

Responsibilities

• Provide day-to-day administrative support to the General Manager.
• Coordinate appointments and manage the GM's calendar.
• Draft presentations, letters, and communication notes.

Skills

Excellent communication skills

Advanced Microsoft Office skills

Strong telephone and email etiquette

Excellent time management skills

Planning and organization

Education

Matric certificate with additional qualification in Secretarial / Office Administration

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Overview

Seeking a highly experienced and proactive Executive Assistant to provide seamless administrative and strategic support. The successful candidate will expertly manage a complex schedule, coordinate appointments, and independently resolve issues to ensure the General Manager's focus remains on high-level priorities.

Responsibilities

• Provide day-to-day administrative, secretarial and general business support to the General Manager ("GM"), including calendar management, email handling, arranging corporate functions, presentation drafting, meeting preparation, expense and travel reconciliations, and other tasks as instructed.
• Interact professionally with all individuals across the business, including group directors and senior management.
• Act as the GM's gatekeeper for the diary while maintaining a collaborative, non-political and team-focused approach.
• Oversee and coordinate day-to-day diary and meeting scheduling for the GM and assist with planning and time management.
• Prioritize and follow up on multiple issues and tasks; manage emails and communications on behalf of the GM.
• Screen emails and calls to ensure priority items are attended to promptly, including responding on behalf of the GM as required.
• Proactively manage the GM’s calendar and travel details, including time zones and coordination with management as needed.
• Plan, coordinate and book travel and accommodation for the GM, including accompanying team members for local and international travel.
• Act as first point of contact for visitors, guests and clients, ensuring professional reception and timely refreshments.
• Draft comprehensive presentations, letters and communication notes with attention to detail, accuracy and clarity.
• Arrange meetings chaired by the GM, prepare information packs, draft agendas, take notes, and draft minutes for distribution.
• Produce follow-up notes, track tasks, issue reminders and follow up with participants as needed.
• Interact with internal and external stakeholders professionally to maintain the Company and GM reputation.
• Plan, manage and coordinate visitors’ trips, travel, events, and related arrangements; draft visit agendas, book accommodation and meals as required.
• Plan and coordinate management and company events, functions and conferences within budget and professional standards.
• Assist with planning and coordinating company social club activities, teambuilding, workshops, and related events as requested.
• Attend to GM’s personal administrative matters and logistical coordination, including shopping, procurement, driving, collection and deliveries as required.
• Procure company materials (e.g., jackets, marketing materials) maintaining standards and records as directed by the GM.
• Reconcile and submit monthly financial admin for the GM, including credit card recons, travel logbooks, cash and forex usage and expense claims.
• Handle confidential and sensitive information with absolute discretion at all times.
• Attend to any other related tasks on an ad hoc basis.

Location

Client is based in Pomona, Johannesburg, with other locations or destinations as determined by the Employer from time to time.

Reporting Relationships

• Reports to: General Manager & CFO.
• Manages: None.

Skills & Required Competencies

• Work well under pressure; experienced planner and self-starter.
• Take ownership of functions and tasks; dedicated and innovative.
• Excellent communication skills, including written and verbal.
• Strong telephone and email etiquette and hospitality.
• Formal letter writing skills, excellent spelling and typing skills, including proofreading and email drafting.
• Experience in taking meeting minutes, preferably shorthand capable, and agenda drafting.
• Advanced Microsoft Office skills (Word, PowerPoint, Excel).
• Output-driven with focus on professional and high-quality work.
• Excellent time management skills.

Required Personal Attributes

• High attention to detail; ability to manage multiple tasks simultaneously.
• Deadline-oriented; ability to manage resources and delegates to meet deadlines.
• Effective communication across all levels, including suppliers, customers and internal teams.
• Ability to work independently and as part of a team.
• Ability to work under pressure in a fast-paced, time-sensitive environment with shifting priorities.
• Maintain absolute confidentiality at all times.

Minimum Qualification and/or Experience

• Matric certificate with additional Secretarial / Office Administration / Personal Assistant qualification.
• At least 5 years’ experience as a Personal Assistant or Secretary in a fast-paced environment.
• Administration and office coordination experience.
• Event and travel management experience.
• Experience in taking meeting minutes and in report and letter writing.
• Valid driver’s license and own vehicle.