Executive Personal Assistant

Ultra Personnel; Centurion; Presencial; ZAR 420.000 - 580.000; Jornada completa

Descripción de la vacante

Ultra Personnel in Centurion, South Africa, seeks an experienced Executive Assistant to provide proactive, high‑level support to the Executive Directors and senior management. You will manage complex diaries, coordinate travel, prepare board packs and safeguard confidential documentation.

The role demands exceptional organisation, discretion and strong tech skills with Microsoft 365; you will coordinate projects, interact with stakeholders and drive administrative excellence in a fast‑paced

Formación

• Essential: Grade 12; relevant qualification; minimum 5 years supporting senior executives; complex diary management; travel coordination; financial administration; advanced Microsoft 365.

Responsabilidades

• Deliver executive administrative services.
• Provide executive operational support.
• Manage executive governance and business documentation.
• Coordinate executive projects and strategic initiatives.
• Manage executive travel, logistics and events.
• Provide executive financial and commercial administration.
• Manage executive stakeholder interfaces.
• Coordinate approved executive personal administration.
• Drive continuous improvement through technology and administrative excellence.

Conocimientos

Diary management

Travel coordination

Financial administration

Microsoft 365

Planning

Organisation

Communication

Stakeholder management

Attention to detail

Educación

Grade 12

Relevant qualification

Herramientas

Microsoft 365

ERP/SharePoint

Descripción del empleo

BRIEF DESCRIPTION OF JOB PURPOSE

To provide efficient, proactive and value-added executive support services to the Executive Directors (and senior management where required) through the effective coordination of executive administration, business operations, strategic initiatives and approved personal administration. The role ensures the seamless execution of executive priorities by delivering exceptional organisational support, managing multiple competing priorities, coordinating executive projects and maintaining strong internal and external stakeholder relationships. The incumbent will leverage technology, sound judgement and exceptional organisational ability to create capacity for the Executive Directors, enabling them to remain focused on strategic business objectives. The role requires exceptional judgement, resilience, commercial awareness and the ability to anticipate executive requirements while operating with minimal supervision in a dynamic, fast-paced environment.

KEY OUTPUTS / SUCCESS INDICATORS

• Deliver efficient, accurate and professional executive support services.
• Ensure the Executive Directors' time and priorities are effectively coordinated and optimised.
• Maintain exceptional standards of organisation, confidentiality and professional judgement.
• Successfully coordinate multiple concurrent activities while consistently meeting deadlines.
• Produce accurate executive documentation, correspondence and business records.
• Ensure executive travel, meetings, projects and events are executed seamlessly.
• Build effective relationships with internal and external stakeholders.
• Drive administrative efficiency through technology and continuous process improvement.
• Proactively anticipate executive requirements and resolve operational matters with minimal supervision.

QUALIFICATIONS, EXPERIENCE & COMPETENCIES

Qualifications:

Essential: Grade 12; relevant qualification; minimum 5 years supporting senior executives; complex diary management; travel coordination; financial administration; advanced Microsoft 365.

Advantages: Executive office, legal/governance, ERP/SharePoint and accounting exposure.

Knowledge: Executive administration, governance, finance administration, travel, events, supplier and document management.

Skills: Planning, organisation, multitasking, communication, technology proficiency, problem solving, stakeholder management and attention to detail.

Behavioural Competencies: Proactive, discreet, resilient, organised, accountable, adaptable, service-driven and continuous learner.

KEY RESPONSIBILITIES OF THIS ROLE

• Deliver efficient executive administrative services.
• Provide efficient executive operational support.
• Manage executive governance and business documentation.
• Coordinate executive projects and strategic initiatives.
• Manage executive travel, logistics and events.
• Provide executive financial and commercial administration.
• Manage executive stakeholder interfaces.
• Coordinate approved executive personal administration.
• Drive continuous improvement through technology and administrative excellence.

MAIN ACCOUNTABILITIES & ACTIVITIES OF THIS ROL**E**

Deliver efficient executive administrative services

• Manage complex executive diaries, appointments and schedules, ensuring the effective prioritisation of business commitments.
• Coordinate meetings, prepare agendas, board packs, presentations, reports and supporting documentation.
• Draft, edit and proofread executive correspondence, reports and other business documentation.
• Prepare meeting minutes, maintain action registers and ensure timely follow-up on agreed actions.
• Manage executive records, filing systems and confidential documentation, ensuring accuracy and accessibility.
• Screen incoming correspondence and prioritise matters requiring executive attention.

Provide efficient executive operational support

• Coordinate the day-to-day operational requirements of the Executive Office to ensure the smooth execution of executive priorities.
• Monitor multiple concurrent projects, deadlines and deliverables, proactively following up with internal and external stakeholders.
• Maintain executive trackers, reporting schedules and action plans.
• Conduct research, compile information and prepare summaries to support executive decision-making.
• Coordinate administrative requirements relating to executive assets, properties, insurance, vehicles, charitable initiatives and other approved executive portfolios.
• Provide administrative support to Senior Management and assist with strategic initiatives, special projects and the establishment of new business entities where required.

Manage executive governance and business documentation

• Prepare, coordinate and maintain executive business documentation, including reports, resolutions, NDAs, MOUs, agreements and related records.
• Coordinate document reviews, approvals, signatures and document execution.
• Maintain document registers, version control and electronic filing systems.
• Monitor outstanding approvals and ensure timely follow-up.
• Maintain strict confidentiality of commercially sensitive and executive information.

Manage executive travel, meetings and events

• Coordinate domestic and international business travel, including flights, accommodation, transport, visas, itineraries and supporting documentation.
• Manage travel amendments, cancellations and related administration.
• Coordinate executive meetings, boardroom requirements, catering and hospitality.
• Assist with the planning and execution of executive meetings, conferences, business functions and company events.
• Ensure all executive logistics are delivered professionally and efficiently.

Provide executive financial and commercial administration

• Process purchase orders, payment requests, expense claims and executive credit card reconciliations accurately and timeously.
• Coordinate supplier onboarding, vendor administration and finance-related documentation.
• Monitor executive-related invoices and liaise with Finance to ensure timely processing and payment.
• Assist with budget tracking, expenditure reconciliation and financial record keeping.
• Coordinate executive administration relating to charitable initiatives, product requests and other approved executive activities.

Manage executive stakeholder relationships

• Serve as the primary administrative liaison for the Executive Directors.
• Professionally manage communication with employees, customers, suppliers, service providers, advisors and other external stakeholders.
• Screen calls, correspondence and meeting requests, ensuring appropriate prioritisation.
• Coordinate communication and follow-up between the Executive Directors and business functions.
• Maintain professional, responsive and service-oriented experience in all executive interactions

Coordinate approved executive personal administration

• Coordinate approved personal administrative requirements for the Executive Directors with the same professionalism, efficiency and confidentiality applied to business activities.
• Liaise with authorised service providers and external stakeholders regarding approved personal matters.
• Coordinate personal appointments, travel, logistics, household, property and vehicle-related administration where required.
• Source quotations, coordinate procurement and arrange approved deliveries or services.
• Ensure complete discretion and confidentiality in all personal matters.

Drive continuous improvement through technology and administrative excellence

• Continuously identify opportunities to improve executive administration, service delivery and workflow efficiency.
• Leverage Microsoft 365, AI technologies and digital platforms to streamline administrative processes and improve productivity.
• Develop and maintain executive dashboards, trackers, templates and reporting tools.
• Introduce practical automation and improved administrative systems where appropriate.
• Keep abreast of emerging technologies and recommend innovative solutions that enhance executive effectiveness and organisational efficiency.

SYSTEMS, TOOLS & REPORTING

Microsoft 365, Teams, SharePoint, ERP/Finance systems (SAP preferred), travel platforms, document management systems, AI productivity tools and executive reporting tools.