Executive Personal Assistant

Execustaff South Africa (Pty) Ltd; Gauteng; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Execustaff South Africa (Pty) Ltd is seeking an experienced Executive Assistant to provide high-level support to the MD/COO. The role combines executive assistance, administration, and project support to ensure smooth operations across international travel, meetings, and critical stakeholder engagement.

You will maintain confidential records, coordinate events and travel, prepare presentations, and assist with ad hoc projects as needed, contributing to efficient executive leadership and

Responsibilities

• Follow up on instructions, reports, actions, and feedback from managers as requested by the MD/COO
• Take minutes for executive meetings, including EXCOM and OPSCO meetings
• Arrange international travel, including visas, air tickets, itineraries, forex, and accommodation
• Prepares professional presentations for internal and external meetings, ensuring content is well-structured, visually appealing, and aligned with corporate branding and communication standards
• Maintain and organize executive documentation, reports, contracts, and legal records
• Manage catering and hosting of company guests, including hotel accommodation and transport
• Assist with documentation, reports, minutes, general correspondence, and communications
• Administering credit card reconciliations and ensuring accuracy in financial records
• Administering expense claims, including verification and submission for approval
• Allocating company groceries as needed to maintain office supplies for the executive kitchen
• Delivering documents as required to support business operations
• Assist Management with any ad hoc projects/ requests at all times
• Stakeholder engagement: Liaising with board members, senior clients, or external partners
• Crisis management: Ability to handle urgent executive requests and manage disruptions effectively

Job description

Duties & Responsibilities:

Executive Support:

• Follow up on instructions, reports, actions, and feedback from managers as requested by the MD/COO
• Take minutes for executive meetings, including EXCOM and OPSCO meetings
• Arrange international travel, including visas, air tickets, itineraries, forex, and accommodation
• Prepares professional presentations for internal and external meetings, ensuring content is well-structured, visually appealing, and aligned with corporate branding and communication standards

Executive Administration:

• Maintain and organize executive documentation, reports, contracts, and legal records
• Manage catering and hosting of company guests, including hotel accommodation and transport
• Assist with documentation, reports, minutes, general correspondence, and communications

Ad-hoc Administrative Duties:

• Administering credit card reconciliations and ensuring accuracy in financial records
• Administering expense claims, including verification and submission for approval
• Allocating company groceries as needed to maintain office supplies for the executive kitchen
• Delivering documents as required to support business operations

Adhoc Projects:

• Assist Management with any ad hoc projects/ requests at all times
• Stakeholder engagement: Liaising with board members, senior clients, or external partners
• Crisis management: Ability to handle urgent executive requests and manage disruptions effectively