Executive Personal Assistant

Tower Group; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading firm in KwaZulu-Natal is seeking an experienced Executive PA to provide high-level administrative support to the executive team. The role involves managing schedules, travel arrangements, and correspondence while acting as a liaison between executives and stakeholders. Strong organizational and communication skills are essential for success in this position.

Qualifications

• Proven experience as an Executive PA, administrative assistant, or similar role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.

Responsibilities

• Provide high-level administrative support to executives.
• Manage travel arrangements and event coordination.
• Maintain filing systems for confidential documents.
• Act as a liaison between executives and stakeholders.

Job description

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.

Responsibilities

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.