Executive Assistant to GM | Diary, Travel & Admin

Jobs 4 All; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Jobs 4 All seeks an Executive & Personal Assistant to support General Managers with diary management, travel logistics and meeting coordination. The role covers governance, compliance, and extensive document control within a busy office environment.

The candidate should have a minimum of 3 years' PA experience, including executive support, and hold a Diploma/NQF Level 6 in Office Management or related field. Proficiency in SAP and MS Office is essential.

Qualifications

• Matric (Grade 12) is required.
• Diploma or NQF Level 6 in Office Management, Secretarial Studies or Business Administration is required.
• Minimum of 3 years' experience as a Personal Assistant, including at least 1 year supporting senior management or executive level.
• Experience with document filing and records management.
• Knowledge of the LRA, BCEA and EEA will be advantageous.

Responsibilities

• Manage both business and personal diaries for the General Managers.
• Coordinate domestic travel, accommodation and travel logistics.
• Arrange meetings, boardrooms, venues, catering and parking for guests.
• Attend meetings, prepare agendas, record minutes and compile action lists.
• Plan and coordinate departmental events, workshops and functions.
• Maintain stakeholder databases and ensure contact information is up to date.
• Screen and direct calls, respond to queries and manage correspondence.
• Build and maintain professional relationships with internal and external stakeholders.
• Provide protocol assistance where required.
• Support the General Managers during office and travel activities.
• Prepare professional correspondence, reports, presentations and other documentation.
• Consolidate and quality-check monthly and quarterly departmental reports.
• Maintain electronic and manual filing systems.
• Ensure confidential documents are securely managed and stored.
• Maintain registers, diaries and departmental records.
• Schedule departmental meetings and workshops.
• Distribute meeting requests, notices and leave notifications for direct reports.
• Draft meeting minutes and monitor action items.
• Perform general office administration including typing, printing, filing, emailing and document management.
• Maintain office equipment and log service requests when required.
• Ensure all documentation is correctly filed and easily retrievable.
• Manage procurement and payment processes for invoices.
• Reconcile supplier statements and travel/credit card expenses.
• Manage stationery, boardroom refreshments and office supplies.
• Assist with ad hoc administrative projects as required.
• Ensure compliance with organisational governance requirements and NBCRFLI policies.
• Maintain compliance templates and departmental records.
• Manage legal documentation, agendas and official records.
• Ensure proper document retention in accordance with relevant legislation.

Skills

Organisational skills

Time management

Communication

Stakeholder management

Professional discretion

Education

Matric (Grade 12)

Diploma / NQF Level 6 in Office Management / Secretarial Studies / Business Administration

Tools

SAP

Microsoft Office Suite

Job description

Jobs 4 All seeks an Executive & Personal Assistant to support General Managers with diary management, travel logistics and meeting coordination. The role covers governance, compliance, and extensive document control within a busy office environment.

The candidate should have a minimum of 3 years' PA experience, including executive support, and hold a Diploma/NQF Level 6 in Office Management or related field. Proficiency in SAP and MS Office is essential.