Executive PA to COO and Partners

Dananda Talent; Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading recruitment agency in South Africa seeks an experienced Executive PA to support the Office of the COO. The role involves managing executive diaries, organizing travel arrangements, and handling administrative duties. Ideal candidates are proactive, highly organized, and possess strong communication skills. This position offers an opportunity to work in a dynamic environment with diverse responsibilities.

Qualifications

• Experience managing executive diaries and appointments.
• Ability to coordinate personal tasks for senior executives.
• Strong communication skills to address high-level queries.

Responsibilities

• Manage executive diaries, appointments, and meetings.
• Handle all administrative duties for the Office of the CEO.
• Negotiate rental agreements and manage student accommodations.

Skills

Proactive individual

Strong organizational skills

Job description

We are seeking a dynamic and experienced Executive PA to support the Office of the COO. This role requires a proactive individual who can manage a wide range of administrative, operational, and executive support tasks in a fast‑paced environment.

Key Responsibilities

Executive Support

• Manage executive diaries, appointments, and meetings.
• Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
• Organize executive travel arrangements including visas, transport, and accommodation.

Administration

• Handle all administrative duties for the Office of the CEO.
• Draft and format correspondence, reports, and presentations.
• Address high‑level queries and complaints, including those at executive and ministerial levels.
• Provide ad hoc support to the Directors as needed.

Procurement & Finance

• Source and procure marketing materials and corporate gifts per internal policy.
• Negotiate pricing to ensure cost‑effectiveness.
• Manage stock levels and track executive expenses.

Driver & Vehicle Coordination

• Assign tasks to drivers and manage their schedules.
• Oversee the performance and availability of company vehicles.
• Ensure proper vehicle maintenance and usage tracking.

Reception Management

• Supervise and evaluate Reception team performance.
• Ensure timely distribution of class schedules and event details.

Student Accommodation Oversight

• Manage international student accommodations, including lease payments and property inspections.
• Negotiate rental agreements and manage student medical aid coverage.

Travel Coordination

• Book travel for executives and facilitators (flights, car rentals, accommodation). Local and international.
• Manage visa applications and airport transfers.

IT Support Liaison

• Escalate IT‑related issues when necessary.
• Assist in setting up Zoom / MS Teams meetings for executives.

Reg Café Coordination

• Liaise with Reg Café Management for seamless operations.
• Approve event menus and reconcile accounts monthly.
• Follow up on outstanding payments.

Facilities & Compliance

• Coordinate with Facilities and Building Managers to maintain high service standards.
• Ensure cleanliness and upkeep of office and campus spaces.
• Oversee event and class setup with Facilities.
• Support compliance with COVID‑19 and health & safety regulations.