Executive PA

Recruit-It; Centurion; On-site; ZAR 520,000 - 760,000; Full time

Job summary

Recruit-It in Centurion, SA, seeks an experienced Executive PA to support the CEO, Deputy CEO and Chief Legal & Corporate Affairs Officer. You will manage executive diaries, prioritise meetings and coordinate Board and Committee calendars with up to 13 diaries.

You will take governance minutes, prepare packs, handle confidential correspondence, and coordinate stakeholder communications. The role also involves supervising the Office Manager and ensuring efficient, compliant office operations.

Qualifications

• Substantial experience as a senior Executive PA / Executive Assistant supporting CEO/Exco/Board-level leadership.
• Demonstrated experience supporting formal executive, Board or governance committee meetings.
• Strong experience preparing Board or committee packs, minutes and action tracking.
• Experience managing multiple complex executive diaries and competing priorities.
• Proven ability to handle highly confidential, sensitive and financially accountable matters.
• Strong Microsoft Office skills (Outlook, Word, PowerPoint, Excel).
• Experience supervising/coordinating office administration staff would be advantageous.

Responsibilities

• Provide high-level executive support to the CEO and the Office of the CEO, supporting two senior executives: the Deputy CEO and the Chief Legal and Corporate Affairs Officer.
• Coordinate and manage executive diaries, prioritising meetings and executive commitments.
• Coordinate scheduling of Board and Board Committee meetings and align up to 13 executive/Director diaries.
• Act as central coordination point between CEO, Exco, Company Secretary and stakeholders.
• Anticipate conflicts and resolve priorities and dependencies.
• Coordinate executive meetings, agendas, logistics, documentation and follow-up.

Skills

Executive support

Board governance support

Diary management

Minute-taking

Confidentiality

Stakeholder management

MS Office suite

Tools

Outlook

Word

PowerPoint

Excel

Job description

Key responsibilities:

Executive office and diary management:

• Provide high-level executive support to the CEO and the Office of the CEO, supporting two senior executives: the Deputy CEO and the Chief Legal and Corporate Affairs Officer.
• Coordinate and manage executive diaries, ensuring the effective prioritisation of meetings, appointments and executive commitments.
• Coordinate the scheduling of Board and Board Committee meetings, which requires managing and aligning up to 13 executive and director diaries to secure suitable meeting dates and times.
• Act as a central coordination point between the CEO, Exco, the Company Secretary and key internal and external stakeholders.
• Anticipate scheduling conflicts, priorities and dependencies and proactively resolve them.
• Coordinate executive meetings, agendas, meeting logistics, documentation and follow-up requirements.
• Manage highly confidential executive information, correspondence and documentation with absolute discretion.

Board, committee and governance support:

• Provide administrative and governance support for quarterly Board meetings and the Audit Committee.
• Coordinate the preparation, collation, quality checking and circulation of Board and committee packs.
• Work closely with the Company Secretary to ensure governance timelines, documentation and meeting requirements are met.
• Attend relevant executive, Board and committee meetings to take accurate, governance-quality minutes.
• Record decisions, actions, owners and deadlines and maintain clear action registers.
• Follow up proactively on outstanding actions and ensure matters are closed out within agreed timelines.
• Provide support to Remuneration Committee meetings when requested.
• Maintain accurate, confidential and audit-ready governance records.

Executive coordination and stakeholder management:

• Operate confidently with Exco members, Board members and senior internal and external stakeholders.
• Serve as a trusted gatekeeper for the CEO, exercising sound judgement regarding priorities, access and sensitive matters.
• Coordinate information and inputs across executives to ensure deadlines, meeting requirements and governance commitments are met.
• Draft and coordinate executive correspondence, presentations, meeting material and other documentation where required.
• Maintain professional and responsive communication across the executive office.

Financial trust, administration and office oversight:

• Handle authorised access to company funds, the CEO's bank card and a company card with the highest level of integrity, control and accountability.
• Process and reconcile authorised executive expenses, payments and related administration in line with company controls.
• Maintain accurate supporting records for expenditure and financial transactions handled through the Office of the CEO.
• Provide oversight and direction to the Office Manager, who reports to the Executive PA.
• Ensure the Office of the CEO operates efficiently, professionally and with appropriate administrative controls.

Key performance indicators:

• Effective coordination and prioritisation of executive diaries and commitments.
• Accurate and timely preparation and circulation of Board and committee packs.
• High-quality, accurate minutes, decision records and action tracking.
• Timely follow-up and closure of Board, committee and Exco actions.
• Consistently high levels of confidentiality, discretion and executive trust.
• Accurate and accountable handling of company funds, cards and executive expenses.
• Efficient operation of the Office of the CEO and effective supervision of the Office Manager.

Minimum requirements:

• Substantial experience as a senior Executive PA / Executive Assistant supporting a CEO, Exco and/or Board-level leadership.
• Demonstrated experience supporting formal executive, Board or governance committee meetings.
• Strong experience preparing Board or committee packs, taking formal minutes and tracking actions to completion.
• Experience managing multiple complex executive diaries and competing priorities.
• Proven ability to handle highly confidential, sensitive and financially accountable matters.
• Strong Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel.
• Experience supervising or coordinating office administration staff would be advantageous.
• Previous exposure to company secretarial, governance, audit or regulated corporate environments would be advantageous.

Core competencies:

Technical and functional:

• Executive diary and workflow management.
• Board and committee pack coordination.
• Formal minute-taking, decision recording and action tracking.
• Governance and executive-office administration.
• Confidential document and information management.
• Executive correspondence and presentation support.
• Expense, payment and financial administration.

Behavioural and interpersonal:

• Exceptional discretion, integrity and confidentiality.
• Executive presence and confidence at Board and Exco level.
• Strong judgement and ability to prioritise under pressure.
• Highly organised, proactive and detail-oriented.
• Clear, professional written and verbal communication.
• Strong follow-through and accountability.
• Ability to manage multiple senior stakeholders and competing priorities.
• Calm, dependable and solutions-focused.