Executive Personal Assistant

Execustaff; South Africa; On-site; ZAR 420,000 - 650,000; Full time

Job summary

Execustaff in East Rand is seeking an Executive Personal Assistant to provide high-level support to the MD and COO, manage complex schedules, travel logistics, and confidential communications with discretion.

The role requires 5+ years in an Executive PA position, strong MS Office skills, and the ability to liaise with internal teams and external partners while maintaining impeccable professionalism and prioritizing deadlines.

Qualifications

• Matric and a relevant degree are required.
• Degree in Business Administration, Office Management or related field is essential.
• Certification in Secretarial Studies or Project Management is advantageous.
• Minimum 5 years’ experience in an Executive PA role.

Responsibilities

• Provide strategic and administrative support to the Managing Director and Chief Operations Officer, ensuring seamless execution of executive priorities.
• Manage communications, scheduling, confidentiality, and enable effective decision-making aligned with company values.
• Take minutes for EXCOM and OPSCO meetings.
• Arrange international travel including visas, air tickets, itineraries, forex, and accommodation.
• Prepare professional presentations aligned with branding for internal and external meetings.
• Maintain and organize executive documentation, contracts, and legal records.
• Coordinate catering and hosting of guests, including hotel and transport.
• Assist with ad hoc administrative duties and expense claims.

Skills

Executive support

Diary management

Travel coordination

Stakeholder liaison

Communication

Discretion

Time management

Team collaboration

Education

Matric (Grade 12)

Degree in Business Administration

Secretarial/PM certification

Tools

Microsoft Office

Teams

Zoom

Project management software

Expense/travel platforms

Job description

A Heavy Engineering Manufacturing Concern based in East Rand is seeking a Executive Personal Assistant.

Qualifications & Experience:

• Grade 12 or Matric
• Degree in Business Administration, Office Management, or a related field
• Certification in Secretarial Studies or Project Management (advantageous)
• Proficiency in collaboration tools (Teams, Zoom), project management software and digital expense/travel platforms
• Minimum 5 years’ experience in an Executive PA role
• Proven executive-level support, diary management, and travel coordination
• Strong administrative skills, including documentation, filing, and reporting
• Ability to manage confidential information with discretion and professionalism
• Strong written and verbal communication skills
• Ability to liaise with internal teams and external stakeholders
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to multitask and manage multiple priorities under pressure
• Organisational Skills: Strong multitasking, prioritisation, and attention to detail under pressure
• Ability to work independently and meet deadlines
• Effective Stakeholder management and liaison skills
• Behavioural Competencies: Emotional intelligence, adaptability, resilience, problem-solving, and diplomacy

Basic Funtion:

• Provide strategic and administrative support to the Managing Director (MD) and the Chief Operations Officer (COO), ensuring seamless execution of executive priorities
• Pivotal in managing communications, coordinating schedules, safeguarding confidentiality, and enabling effective decision-making aligned with the company’s vision and values

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 kitchenDelivering 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