Personal Assistance : GE Human Capital (Hay Level 14)

NECSA; Pretoria; On-site; ZAR 300,000 - 500,000; Full time

Job summary

A leading company in South Africa is seeking a Personal Assistant to support the Group Executive. The successful candidate will coordinate meetings, manage travel arrangements, and ensure efficient office operations. This role requires significant experience, specifically in procurement and stakeholder management, alongside proficiency in MS Office Suite. Join a dynamic team and contribute to maintaining high standards of support.

Qualifications

• 8 years' experience as an Executive Assistant or Senior Secretary.
• Intermediate to Advanced proficiency in MS Office Suite.
• Solid experience with procurement and travel management.

Responsibilities

• Manage Executive's diary and coordinate meetings and travel arrangements.
• Engage with stakeholders and maintain professional relationships.
• Handle procurement and manage office operations.

Skills

Office Administration

Procurement Management

Travel Management

Project Management

Communication

Education

Diploma or NQF 6 Qualification in Secretarial or Administration

Tools

MS Office Suite

Job description

Job title : Personal Assistance : GE Human Capital (Hay Level 14)

Job Location : Gauteng, Pretoria Deadline : July 04, 2025 Quick Recommended Links

• Jobs by Location
• Job by industries

KEY PERFORMANCE AREAS

Meetings and Event Management

• Arrange Management Team meetings and internal and / or external stakeholder meetings as directed by the Group Executive.
• Confirm arrangements for meetings and ensure that the Group Executive is briefed appropriately regarding the agenda for the meetings.
• Identify and arrange suitable meeting venues and conference facilities.
• Draft minutes, agenda and any necessary presentation material.
• Compile and distribute meeting packs in advance to ensure proper preparation.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits at Management level as and when needed.
• Follow up on actions emanating from meetings on behalf of the Group Executive

Diary Management

• Manage the Group Executive’s diary effectively and efficiently.
• Assist in prioritising tasks and take proactive responsibility for relevant actions.

Travel Arrangement

• Coordinate both national and international travel arrangements of the Group Executive as and when required.
• Arrange flights,and accommodation accordingly.
• Prepare and reconcile subsistence and travel claims.
• Prepare a detailed and accurate itinerary for the Group Executive

Stakeholder Management

• Engage with EXCO and Divisional management
• Promote a professional first point of contact between the Group Executive, the Executives, clients and stakeholders.
• Provide administrative support to the team and form solid professional relationships.
• Maintain sound relationships with the Board, Executives and other stakeholders internally and externally.
• Attend to internal and external guests / visitors of the Group Executive.
• Liaise with external facilitators or suppliers when necessary

Team Engagement

• Coordinate and prepare for EXCO and Divisional Management meetings.
• Independently draft Divisional Management team meeting agenda and circulate with necessary presentation material.
• Circulate Divisional MANCO agenda and necessary presentation material.
• Capture accurate Management team meeting minutes, circulate, and inputs timeously.
• Provide administrative support and engage with Management team members as and when required.
• Provide accurate and verified information on enquiry from CEO’s Office, Management team meeting and Executive members.
• Interacts with EXCO / Management team members at the request of the Group Executive.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits, etc. as and when required.

Budget and Procurement

• Register suppliers and projects.
• Manages the procurement of equipment and office suppliers according to office needs and policies and procedure.
• Process expenses for meetings arranged and attended.
• Follow-up on purchase orders and payments for the Group Executive’s office.
• Prepare and facilitate Group Executive’s subscription to professional bodies and any other relevant structures in the Science field.
• Input into preparation and co-ordination of the Group Executive’s budget.
• Prepare sensitive and high-quality documentation, such as : -presentations; accurate reports and general correspondence on behalf of the Group Executive when necessary.
• Process and maintain specialised and comprehensive records.
• Quality assures and resolves discrepancies on all documentation for the Group Executive’s signature to ensure a high standard of outgoing documentation to clients and staff.
• Receive and dispatch documentation and keep a register for in- and out-post.
• Type, edit and compose correspondence, documents, spreadsheets and presentations as required.

General Office Management

• Manage the Group Executive’s office in his / her absence.
• Manage all queries and directs to appropriate problem solving.
• Ensure that the office is in a position to function effectively on a day-to-day basis.
• Provide accurate and verified information on enquiry by clients in general.
• Assist in simple research tasks as and when needed.
• Screen incoming calls and correspondence; responds independently on behalf of the Group Executive in their absence and re-direct when necessary.
• Design and maintain an effective and systematic electronic and manual filing system to ensure proper maintenance of records and easy retrieval of documents.
• Maintain a daily update of a fully functional filing system where documents and reference materials can be retrieved easily and timeously.
• Keep an updated contact list.

MINIMUM QUALIFICATIONS AND EXPERIENCE :

• A Diploma or NQF 6 Qualification in Secretarial or Administration
• 8 years’ experience as an Executive Assistant / Senior Secretary to a Senior Manager
• Intermediate to Advanced experience in MS Office Suite
• Solid experience with procurement and travel management.
• Office Administration and coordination
• Project Management, will be an added advantage