Executive Personal Assistant

Bidvest Protea Coin; Gauteng; On-site; ZAR 480,000 - 600,000; Full time

Job summary

Bidvest Protea Coin is seeking an Executive Personal Assistant based at Centurion Head Office to provide high-level administrative and strategic support to the COO and senior executives.

The role involves managing schedules, coordinating communications, handling confidential information, arranging travel, attending meetings, taking minutes, and maintaining orderly office operations in a fast-paced environment.

Qualifications

• Diploma or degree in Business Administration, Office Management, or a related field.
• 5–8 years' experience as an Executive Assistant or Personal Assistant at senior management level.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide comprehensive administrative support to Executives.
• Attend meetings, record minutes and action items.
• Coordinate travel arrangements for Executives.
• Manage confidential files and deadlines.
• Liaise with senior stakeholders and internal teams.
• Ensure smooth office operations and communications.

Skills

Organizational skills

Time management

Written and verbal communication

Professionalism and confidentiality

Multitasking under pressure

Attention to detail

Stakeholder management

Education

Diploma or Degree in Business Administration / Office Management

Tools

MS Office

Job description

A vacancy exists for an Executive Personal Assistant based in Centurion Head Office.

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’ experienceas 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