Executive Personal Assistant

Bidvest Protea Coin; Centurion; On-site; ZAR 420,000 - 660,000; Full time

Job summary

Bidvest Protea Coin is seeking an experienced Executive Assistant to provide high-level support to the COO and managing executives. You will manage schedules, communications, and confidential information in a fast-paced environment.

The role requires exceptional organizational skills, discretion, and the ability to handle multiple priorities. You will also prepare reports, minutes, and communications and liaise with senior stakeholders to ensure smooth operations.

Qualifications

• Diploma or degree in business administration, office management, or related field.
• 5–8 years’ experience as an Executive Assistant or Personal Assistant at senior management level.
• Relevant industry experience considered.
• Excellent organizational and time-management skills.

Responsibilities

• Provide comprehensive administrative support to the COO and Executives.
• Manage the Executive’s schedule, emails, and communications.
• Prepare meeting packs, minutes, and action items.
• Arrange travel, venues, and logistics for meetings and events.
• Maintain confidential files and handle sensitive information.
• Coordinate with internal and external stakeholders to ensure smooth operations.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Confidentiality

MS Office

Multitasking

Attention to detail

Stakeholder management

Professionalism

Education

Diploma or Degree in Business Administration/Office Management

Tools

Microsoft Office

Job description

Job Purpose

To provide high-level administrative and strategic support to the COO and several Managing Executives. The Executive PA will manage the Executive’s schedule, coordinate executive communications, handle confidential information, and ensure the smooth operation of their office. This role operates in a fast-paced executive environment and requires flexibility, responsiveness and the ability to manage competing demands

The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:

Key Responsibilities

Executive Support

• Provide comprehensive administrative support various Executives.
• Able to take dictation efficiently, with fast and accurate typing.
• Prepare monthly EXCO meeting report.
• Attend meetings where required and record accurate minutes and action items.
• Arrange all travel.

Communication & Coordination

• Act as the primary point of contact between the Executive and internal/external stakeholders.
• Screen and prioritize emails, phone calls, and correspondence.
• Draft professional emails, letters, and other communications on behalf of the Executive as and when required.

Meeting & Event Management

• Coordinate executive meetings, client meetings, management meetings.
• Arrange venues, logistics, travel, and accommodation when required.
• Ensure meeting packs and relevant documents are prepared in advance.

Office & Administrative Management

• Maintain confidential files, records, and documents.
• Monitor deadlines and follow up on outstanding tasks.
• Order stationery when required.

Travel & Logistics

• Manage travel bookings, accommodation, and transport arrangements for Executives as well as Management reporting to Executives.

Stakeholder Management

• Liaise with senior executives, managers and clients.
• Maintain professional relationships with key stakeholders.
• Ensure smooth communication between the Executive’s office and various departments

Preferred qualifications/attributes/skills:

Minimum Requirements

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field.

Experience

• Minimum 5–8 years’ experience as an Executive Assistant or Personal Assistant at senior management level.
• Relevant Industry experience will be considered.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism and confidentiality.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and work under pressure.
• Strong attention to detail.
• Excellent interpersonal and stakeholder management skills

Key Attributes

• Highly organized and proactive
• High levels of discretion, integrity and ability to handle confidential information.
• Professional and polished
• Strong problem-solving ability