Executive Personal Assistant

Staff Solutions; Humansdorp; On-site; ZAR 420,000 - 560,000; Full time

Job summary

Staff Solutions in Humansdorp seeks an experienced Executive Assistant to support the CEO and Exco, coordinating complex calendars, meetings, and travel, and acting as the primary point of contact with internal and external stakeholders.

You will prepare reports, manage confidential information, draft correspondence, proofread documents, and oversee office administration with meticulous attention to detail in a high-pressure environment.

Qualifications

• Minimum of Matric; a relevant tertiary qualification is strongly preferred.
• 8–10 years’ experience supporting a CEO, Board, or Exco in a high-pressure environment.
• Advanced MS Office skills, including reports, presentations, dashboards, and correspondence.
• Strong English proficiency; ability to proofread senior management documents.
• Discretion, confidentiality, and professional demeanour.
• Willingness to work overtime and travel as required.

Responsibilities

• Act as the point of contact between the CEO, Exco and stakeholders.
• Facilitate communication and flag priority matters.
• Receive and screen visitors and manage meeting requests.
• Manage incoming correspondence and escalations.
• Coordinate calendars, meetings, and board sessions, including travel.
• Maintain document management and prepare monthly/ad hoc reports.
• Proofread and edit reports and memos.
• Attend meetings, take minutes, and distribute.
• Oversee procurement and payments for the office.
• Ensure office supplies are stocked and PPE logistics for visitors.
• Coordinate travel documentation and invoicing for executives.

Skills

Executive support

Calendar management

Stakeholder liaison

MS Office proficiency

Proofreading

Travel arrangements

Confidentiality

Communication

Education

Matric

Tertiary qualification in Office Administration or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

Key Performance Areas

• Act as the point of contact between the CEO, Exco members, and internal/external stakeholders.


• Facilitate effective communication lines and ensure priority matters are flagged.


• Receive and screen visitors and employees requesting meetings.


• Manage incoming communication and attend to matters not requiring escalation.


• Schedule and coordinate calendars, meetings, and board/committee sessions, including travel and accommodation.

• Maintain an orderly document management system.


• Prepare monthly and ad hoc reports/presentations, including research where required.


• Compile and distribute correspondence, memos, and emails.


• Proofread and edit reports and correspondence.


• Attend meetings, take minutes, and distribute to relevant parties.


• Manage electronic purchase orders and payments.


• Ensure office supplies are available.


• Source, collate, and proofread submissions for the company newsletter.


• Manage visitor PPE and arrangements.

• Coordinate cost-effective travel arrangements for the CEO, Exco members, and their departments.


• Compile documentation for invoicing and finance submissions related to travel.

Knowledge & Skills

• Minimum of Matric; a relevant tertiary qualification in Office Administration, Business Administration, Public Management, or a related field is strongly preferred.


• At least 8–10 years’ experience in a similar role, including substantial experience supporting a CEO, Board, Exco members, or other senior executives in a high-pressure environment.


• Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook, Teams), with the ability to prepare executive-quality reports, presentations, dashboards, and correspondence.


• Strong English proficiency with ability to proofread and edit senior management reports.


• Accuracy, attention to detail, and deadline-driven approach.


• Professional demeanour with ability to interact across all levels of the organisation.


• Ability to always maintain privacy and confidentiality.


• Willingness to work overtime when required.


• Valid Code B driver’s license, preferably with own vehicle.