Executive Personal Assistant

Africa Health Research Institute; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading health research organization in Durban is seeking an Executive Personal Assistant to provide high-level administrative and organisational support to the executive team. The role includes managing schedules, communication, and travel arrangements while ensuring efficient daily operations. The ideal candidate will have strong organisational skills and experience in an administrative role, with a focus on ensuring effective communication between executives and stakeholders.

Qualifications

• Strong organisational and administrative skills.
• Proficiency with standard office software and digital tools.
• High attention to detail and accuracy in documentation.
• Ability to manage multiple tasks and prioritise effectively.
• Good written and verbal communication skills.
• Experience in an administrative or office-based role.

Responsibilities

• Manage executives’ diaries, appointments, and meeting schedules.
• Arrange national and international travel and manage expenses.
• Maintain filing systems for confidential documents and draft correspondence.
• Support executives in managing projects and track progress.

Skills

Organisational skills

Proficiency with office software

Attention to detail

Communication skills

Ability to manage multiple tasks

Job description

Executive Personal Assistant

Location: Durban

Posted today

Overview

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

• 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. 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.

Qualifications & Skills

• Strong organisational and administrative skills.
• Proficiency with standard office software and digital tools.
• High attention to detail and accuracy in documentation.
• Ability to manage multiple tasks and prioritise effectively.
• Good written and verbal communication skills.
• Experience in an administrative or office-based role.
• Understanding of compliance and quality assurance processes.
• Ability to work across different departments or sites.

Note: This description reflects the responsibilities and qualifications for the Executive Personal Assistant role as originally provided. Other postings in the original content have been omitted to ensure a focused and clean job description suitable for review.