Executive Personal Assistant

Tower Group South Africa (PTY) Ltd; Durban; On-site; ZAR 350,000 - 500,000; Full time

Job summary

A leading South African company is looking for an Executive PA to provide high-level administrative and organizational support to the executive team. Responsibilities include managing schedules, coordinating travel, and acting as a liaison between executives and stakeholders. The ideal candidate should have proven experience in similar roles and exceptional organizational skills.

Qualifications

• Proven experience in an executive support role or administrative position.
• Exceptional organizational skills and attention to detail.
• Strong communication skills, both verbal and written.

Responsibilities

• Manage executives’ diaries and schedules.
• Coordinate travel arrangements and event logistics.
• Act as the first point of contact for stakeholders.

Job description

Position Summary

The Executive PA will provide high-level administrative and organisational support to the Executive team. This role ensures efficient daily operations by managing schedules, communication, travel, and confidential documentation. The PA acts as a key liaison between executives, internal teams, and external stakeholders, enabling the executives to focus on strategic priorities.

Executive Support

• Manage executives’ diaries, appointments, and meeting schedules.


• Coordinate and prepare agendas, documents, and presentations for meetings.


• Attend and take minutes at meetings, ensuring accurate records and timely follow-ups.


• Handle incoming communication (emails, calls, correspondence), prioritizing and responding on behalf of executives where appropriate.


• Prepare reports, briefs, and other documentation required by executives.

Travel & Event Coordination

• Arrange national and international travel, including flights, accommodation, visas, and itineraries.


• Organize logistics for internal and external meetings, conferences, and events.


• Manage expenses, reimbursements, and credit card reconciliations for executives.

Office & Information Management

• Maintain filing systems (digital and physical) for confidential documents.


• Draft, proofread, and format correspondence and reports.


• Ensure effective flow of information between executives and internal departments.


• Track deadlines and action items, proactively reminding executives of priorities.

Stakeholder Liaison

• Act as the first point of contact for internal staff, clients, and external partners.


• Professionally represent the executives in all interactions.


• Build and maintain positive relationships with key stakeholders.

Project & Task Coordination

• Support executives in managing projects by tracking progress, deadlines, and deliverables.


• Conduct research, compile data, and prepare summaries to assist with decision-making.


• Handle ad hoc assignments and special projects as delegated.